• TABLE OF CONTENTS
HIDE
 Front Cover
 Memorandum
 Table of Contents
 AIP Introduction
 Who to call for assistance
 University governance
 Administrator's right and responsibility...
 Affirmative action procedures
 State University System's classification...
 Appointment process
 Retirement programs
 Benefits
 12 hour law and annual assignm...
 Annual performance evaluation
 Personnel file
 Tenure permanent status and...
 Notice of non-renewal of appoi...
 Informal appeal and formal grievance...
 Complaints
 Leaves
 Conflict of interest, conflicts...
 University policies and practi...
 Sexual harassment
 Personal liability
 Terminations and other actions
 Sunshine Law, public records law,...
 Annual salary discrimination...
 Phased retirement program
 Resignation/retirement - benefits,...
 Americans with Disabilities Act...
 Exit interview
 Federal and Florida satutes relating...






Title: Administrator's information packet (AIP)
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Permanent Link: http://ufdc.ufl.edu/UF00076827/00001
 Material Information
Title: Administrator's information packet (AIP)
Physical Description: Book
Language: English
Creator: University of Florida Office of Academic Affairs
Affiliation: University of Florida -- Office of Academic Affairs
Publisher: Office of Academic Affairs, University of Florida
Publication Date: 1995
 Subjects
Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Bibliographic ID: UF00076827
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

Table of Contents
    Front Cover
        Front cover
    Memorandum
        Memorandum
    Table of Contents
        Page i
        Page ii
        Page iii
        Page iv
        Page v
        Page vi
        Page vii
        Page viii
        Page ix
    AIP Introduction
        Page x
    Who to call for assistance
        Page xi
        Page xii
        Page xiii
    University governance
        Page xiv
        Page xv
    Administrator's right and responsibility to manage
        Page 1-1
        Page 1-2
        Page 1-3
        Page 1-4
        Page 1-5
        Page 1-6
        Page 1-7
        Page 1-8
        Page 1-9
    Affirmative action procedures
        Page 2-1
        Page 2-2
        Page 2-3
        Page 2-4
        Page 2-5
        Page 2-6
        Page 2-7
        Page 2-8
        Page 2-9
        Page 2-10
    State University System's classification plan and professional pay plans and payroll procedures
        Page 3-1
        Page 3-2
        Page 3-3
        Page 3-4
        Page 3-5
        Page 3-6
        Page 3-7
        Page 3-8
        Page 3-9
        Page 3-10
        Page 3-11
        Page 3-12
        Page 3-13
        Page 3-14
        Page 3-15
    Appointment process
        Page 4-1
        Page 4-2
        Page 4-3
        Page 4-4
        Page 4-5
        Page 4-6
        Page 4-7
        Page 4-8
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        Page 4-14
        Page 4-15
        Page 4-16
        Page 4-17
    Retirement programs
        Page 5-1
        Page 5-2
        Page 5-3
    Benefits
        Page 6-1
        Page 6-2
        Page 6-3
        Page 6-4
        Page 6-5
        Page 6-6
    12 hour law and annual assignments
        Page 7-1
        Page 7-2
        Page 7-3
        Page 7-4
        Page 7-5
        Page 7-6
        Page 7-7
        Page 7-8
    Annual performance evaluation
        Page 8-1
        Page 8-2
        Page 8-3
        Page 8-4
        Page 8-5
        Page 8-6
        Page 8-7
        Page 8-8
        Page 8-9
        Page 8-10
        Page 8-11
        Page 8-12
        Page 8-13
    Personnel file
        Page 9-1
        Page 9-2
    Tenure permanent status and promotion
        Page 10-1
        Page 10-2
        Page 10-3
        Page 10-4
        Page 10-5
        Page 10-6
        Page 10-7
        Page 10-8
        Page 10-9
        Page 10-10
        Page 10-11
    Notice of non-renewal of appointment
        Page 11-1
        Page 11-2
        Page 11-3
        Page 11-4
        Page 11-5
        Page 11-6
    Informal appeal and formal grievance and discrimination complains procedures
        Page 12-1
        Page 12-2
        Page 12-3
        Page 12-4
        Page 12-5
        Page 12-6
        Page 12-7
        Page 12-8
        Page 12-9
        Page 12-10
        Page 12-11
        Page 12-12
        Page 12-13
        Page 12-14
        Page 12-15
        Page 12-16
    Complaints
        Page 13-1
        Page 13-2
    Leaves
        Page 14-1
        Page 14-2
        Page 14-3
        Page 14-4
        Page 14-5
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        Page 14-27
    Conflict of interest, conflicts with employment...
        Page 15-1
        Page 15-2
        Page 15-3
        Page 15-4
        Page 15-5
        Page 15-6
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        Page 15-14
        Page 15-15
        Page 15-16
        Page 15-17
        Page 15-18
        Page 15-19
    University policies and practices
        Page 16-1
        Page 16-2
        Page 16-3
        Page 16-4
        Page 16-5
        Page 16-6
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        Page 16-20
    Sexual harassment
        Page 17-1
        Page 17-2
        Page 17-3
        Page 17-4
        Page 17-5
    Personal liability
        Page 18-1
    Terminations and other actions
        Page 19-1
        Page 19-2
        Page 19-3
    Sunshine Law, public records law, limited access records...
        Page 20-1
        Page 20-2
        Page 20-3
        Page 20-4
        Page 20-5
        Page 20-6
        Page 20-7
        Page 20-8
    Annual salary discrimination sudy
        Page 21-1
        Page 21-2
        Page 21-3
        Page 21-4
        Page 21-5
        Page 21-6
        Page 21-7
    Phased retirement program
        Page 22-1
        Page 22-2
        Page 22-3
        Page 22-4
    Resignation/retirement - benefits, emeritus status...
        Page 23-1
        Page 23-2
        Page 23-3
        Page 23-4
        Page 23-5
    Americans with Disabilities Act (ADA)
        Page 24-1
        Page 24-2
        Page 24-3
    Exit interview
        Page 25-1
        Page 25-2
    Federal and Florida satutes relating to public employment
        Page 26-1
        Page 26-2
        Page 26-3
        Page 26-4
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        Page 26-12
        Page 26-13
Full Text


ADMINISTRATOR'S INFORMATION PACKET
(AIP)


OFFICE OF ACADEMIC AFFAIRS

SPRING 1995


UNIVERSITY OF
SFLORIDA





C UNIVERSITY OF

_FLORIDA

_Office of the Provost P. 0. Box 113175
and Vice President for Academic Affairs 239 Tigert Hall
Faculty Relations and Academic Personnel Gainesville, Florida 32611-2073
904/392-1254
904/392-4792
Fax: 904/392-5155
E-Mail: Cappy@NW.MAIL.UFL.EDU

June 2, 1995





MEMORANDUM

TO: All Deans, Directors, and Department Chairs

FROM: Catherine Longstreth
Associate Vice President

RE: Updated Administrator's Information Packet

Attached please find a copy of an updated Administrator's Information Packet (AIP).
This document was prepared to provide administrators with information about academic
personnel matters. The AIP has samples of letters and documents that might be useful for
you to use as a guide in specific personnel matters. Much of this information is taken
directly from the language of the Collective Bargaining Agreement, University rules, and/or
the University Constitution and By-Laws. It also has comments, suggestions, and other
information that should assist you in making decisions dealing with academic matters or
personnel.

The revision and editing of this AIP was done with the cooperation and assistance of
faculty and staff members and many of you. A special thanks is extended to all those who
helped with this third edition. If you have any questions or need further information please
do not hesitate to call me at 2-1254 or Ms. Bough or Ms. LePrell at 2-4792 or 2-4894.


Attachment

cc: President Lombardi
Provost Sorensen
Vice Provost Hemp
All Vice Presidents


Office of Academic Affairs





ADMINISTRATOR'S INFORMATION PACKET
(AIP)

Table of Contents

Introduction

Who to Call for Assistance

University Governance

SECTION 1 Administrator's Right and Responsibility to Manage

A. Appointments 1-1
B. Professional Obligations 1-1
C. Assignments and Responsibilities 1-2
D. Annual Evaluations 1-3
E. Dealing with Conflict Resolutions 1-3
F. Non-renewal of Appointments 1-4
G. Salary Determinations 1-4
H. Professional Meetings and Activities 1-5
I. Tenure, Permanent Status and Promotion 1-5
J. Evaluation and Employment Files and Records 1-6
K. Phased Retirement 1-6
L. Outside Activity/Conflict of Interest 1-7
M. Appeals, Grievances and Complaints 1-7
N. Termination for Cause and Other Actions 1-7
0. Leaves 1-8
P. Health, Safety and Security 1-9

SECTION 2 Affirmative Action Procedures

A. Affirmative Action and Equal Employment Opportunity Information 2-1
B. Provisions of the Search and Screen Process 2-2
1. University Rule 2-2
2. Summary of Search and Screen Procedures 2-2
3. Position Vacancy Announcement (PVA) 2-3
4. Other Search and Screen Information 2-4
5. University Constitution as it pertains to Deans, Directors, & Chairs 2-5
C. Affirmative Action File 2-5
Check List for Faculty Search and Screen Committee 2-7

SECTION 3 State University System's Classification Plan and Professional
Pay Plans and Payroll Procedures

A. Classification Plan 3-1
1. Titles and Modifiers 3-1
2. Appointment Period and Salary Rate 3-2
3. Time Limits of Appointments 3-4
4. Duration of Time of an Appointment 3-7
5. Degree of Effort of an Appointment 3-8
B. Pay Plans and Payroll Procedures 3-8
1. Salary Decisions and Payroll Dates 3-8
2. Effective Date of Salary Increase 3-9
3. Promotional Increases 3-9
4. Raises for Internal Candidates 3-9
Listing and Description ofAcademic Titles Used by University of Florida 3-10
Office of Academic Affairs
1995





SECTION 4 Appointment Process


A. Appointment Process 4-1
1. The Hiring Administrator's Responsibility 4-1
2. Faculty Member's Appointment 4-1
3. New Employee Information 4-1
4. University Personnel Services 4-2
5. Letters of Offer 4-2
6. Failure to Sign or Accept Notice of Appointment 4-2
B. Other Appointment Information 4-2
1. Appointment to Faculty Position 4-2
2. Appointment to the Graduate Faculty 4-2
3. Appointment to Academic Administrative Position 4-2
4. Approvals of Employment of Relatives and Waiver of
Degree Requirements 4-2
5. Appointment of Relatives 4-2
6. Appointment of Individuals Without Appropriate Degree 4-3
7. Appointment for the Supplemental Term 4-3
8. Appointment for Post Doctoral Positions 4-3
C. Employment Eligibility Verification 4-3
1. Form 1-9 4-3
2. Drug Conviction Disclosure 4-4
3. Selective Service Registration 4-3
4. Degree Confirmation 4-4
D. General Information and Specific Requirements of the Letter
of Employment 4-4
1. All Appointees Should Receive a Letter of Offer 4-5
2. Items to be Addressed in Letter of Offer 4-5
Sample Cover Letter to Offer of Employment 4-8
Sample of the Addendum Information Needed in the Letter of Offer 4-9
Sample Letter to Volunteers 4-14
Volunteer Personnel Information 4-15
Guidelines for Eminent Scholar Searches 4-16

SECTION 5 Retirement Programs

A. Description of Retirement Programs 5-1
1. Defined Benefit (FRS) 5-1
2. Defined Contribution (ORP) 5-1
B. Selection of Program 5-1
C. Social Security Coverage 5-1
D. Summary of Retirement Programs 5-2
Comparisons of Benefit Provisions Chart 5-3

SECTION 6 Benefits

A. General Information 6-1
B. Summary of Benefits 6-1

SECTION 7 The 12 Hour Law and Annual Assignments

A. Written annual Assignments Requirement 7-1
1. Responsibilities of Faculty Member 7-1
2. Scheduled and Non-Scheduled Activities 7-1
3. Initial Assignments 7-1


Office of Academic Affairs
1995






B. The 12 Hour Law 240.243 F.S. 7-3
1. Explanation and Legislative History 7-3
2. Factors Influencing Percentage of Effort Assigned 7-3
3. Compliance with the 12 Hour Law 7-3
C. Requirements of Semester Faculty Assignment Report 7-4
D. Considerations of Assignment 7-7
1. Certification of Employability 7-7
2. Tenure and Promotion 7-7
3. Summer Appointments 7-7
4. "Overload" through the Division of Continuing Education 7-8

SECTION 8 Annual Performance Evaluation

A. Evaluation Process for Faculty 8-1
1. Annual Evaluation Requirements 8-1
2. Use of the Evaluation 8-1
University of Florida Faculty Evaluation Form 8-2
3. Other Requirements Progress 8-4
B. Annual Evaluation of Administrators 8-5
1. Use of the Evaluation 8-5
2. Timeliness of Evaluation 8-5
3. Tabulation and Results 8-6
C. Other Information to be Included 8-6
Sample Evaluation Letter 8-7
Sample Annual Evaluation and Activities Report 8-9
Assessing Preformance Guidelines 8-13

SECTION 9 Personnel File

A. General Information 9-1
B. Contents of Personnel File 9-1
C. Location of the Evaluation File 9-1

SECTION 10 Tenure, Permanent Status and Promotion

A. Description of Tenure, Permanent Status and Promotion 10-1
B. Criteria for Tenure and Promotion 10-1
C. Resource Documents 10-2
D. General Discussion of Tenure and Promotion 10-2
1. Tenure 10-2
2. Promotion 10-2
3. Distinguished Professor/Research Curator Recommendations 10-3
4. Recommendation for Promotion of Persons Holding
Courtesy Appointments 10-3
5. Eligibility and Credit for Previous Tenure Service 10-3
6. Nomination Process 10-4
E. Procedures and Methods of Processing Tenure and Promotion
Nominations 10-5
F. Options regarding the Tenure Review Process 10-6
G. Permanent Status and Nomination 10-7
H. Brief Summary of the University Procedures for Submitting
Tenure and Promotion Nominations 10-8
1. Departmental Review 10-8
2. College Level Review 10-8
3. University Academic Personnel Board 10-8


Office of Academic Affairs
1995







4. Presidential Review 10-9
5. Final University Action 10-9
I. Informal Appeal and Grievance Procedures 10-10
Sample Letter of Denial 10-11

SECTION 11 Notice of Non-Renewal of Appointment

A. Non-Renewal 11-1
1. Non-Renewal 11-1
2. Written Notice of Non-Reappointment Requirements 11-1
3. Exceptions to the Notice Requirement 11-2
4. Non-Renewal Transmittal Procedures 11-3
B. Lay-off 11-4
1. Definitions 11-4
2. Reasons for Layoffs 11-4
3. Requirements of Presidential Action 11-4
4. Layoff Unit 11-4
5. Selection of Those to be Laid Off 11-4
6. Notification Requirements 11-5
7. Recall Rights 11-5
8. Payment for Accrued Leave 11-5
Sample of Letter of Non-Renewal 11-6

SECTION 12 Informal Appeal and Formal Grievance and Discrimination
Complaint Procedures

A. Notification Requirements 12-1
B. Resolution Procedures 12-1
1. Resolution Procedures 12-1
2. Grievances are Filed in the Office of the President 12-2
C. Description of the Formal Methods of Complaint
or Grievance Resolution 12-2
1. 6C1.3.051 12-2
2. 6C1.7.042 12-2
3. Article 20 12-3
4. Senate Committee Review 12-3
5. Section 120.57 F.S. 12-3
6. Discrimination Complaint Procedure 12-4
7. Research Misconduct Complaint Procedure 12-5
D. Brief Summary of Review Processes for Grievances
and Complaints Filed with University 12-6
E. Examples of Review Processes 12-6
1. Collective Bargaining Agreement and Grievance
Process for In-Unit Faculty 12-6
2. Grievance Process for Out-of-Unit Faculty 12-7
3. Administrative Hearing both In and Out-of-Unit Faculty 12-8
Summary of Hearing Procedures for University Senate Committee 12-9
General Information on Processing Grievances and Complaints 12-15

SECTION 13 Complaints

A. General Information 13-1
B. Supervisors' and Administrators' Responsibility for Reviewing 13-1




Office of Academic Affairs iv
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SECTION 14 Leaves


A. Annual Leave 14-1
1. Accrual of Annual Leave 14-1
2. Use and Transfer of Annual Leave 14-1
3. Transfer of Earned Leave 14-2
4. Payment for Unused Annual Leave 14-2
B. Sick Leave 14-3
1. Earning Sick Leave 14-3
2. Uses of Sick/Disability Leave 14-4
3. Transfer of Sick Leave 14-5
4. Payment for Unused Sick Leave 14-5
5. Sick Leave Pool 14-6
C. Job-Related Disability 14-6
D. Compulsory (Medical Examination) 14-7
1. Notification and Conditions of Compulsory Medical Leave 14-8
2. Duration 14-8
3. Failure to Complete Conditions of Leave 14-8
E. Military Leave 14-8
1. Types of Military Leave 14-8
2. Verification of Military Certification 14-9
3. Applicability of Laws 14-9
4. Intermittent Use of Leaves 14-9
F. Jury Duty and Court Appearances 14-9
1. Jury Duty and Similar Appearances 14-9
2. University Employee Appearances 14-9
3. Personal Litigation Appearances 14-9
4. Outside Employment Appearances 14-9
G. Compensated Leaves 14-10
1. General Provisions 14-10
2. Applicability of Leave with Pay to Tenure/Permanent Status 14-10
3. Employment During Compensated Leave 14-10
4. Regarding Return from Leave 14-10
H. Uncompensated Leaves 14-10
1. General Provisions of Granting Leave Without Pay 14-10
2. Use of Accrued Leave During Leave Without Pay 14-11
3. Request for Use of Accrued Leave 14-11
I. Leave Pending Investigation 14-12
J. Unplanned University Closings 14-12
K. Compensable Time 14-12
L. Parental Leave 14-12
1. General Provisions 14-12
2. Applicability of Leave to Tenure Eligibility 14-13
3. Intermittent Use of Leave 14-13
M. Use of Accrued Leave During Approved Leave Without Pay 14-13
N. Other Leaves Provided Not Affecting Accrued Leave Balances 14-14
1. Florida Disaster Volunteer Leave 14-14
2. Civil Disorder Disaster Leave 14-14
3. Athletic Competition Leave 14-14
4. Service-Connected Disability Leave 14-14
0. Family and Medical Leave Act (FMLA) of 1993 14-14
P. Holidays 14-17
Q. Professional Development Leave Programs 14-17
1. General Provisions 14-17
2. Terms of Program 14-18


Office of Academic Affairs v
1995






R. Leave Records 14-19
S. Presidential Leave 14-19
T. Break-In Service 14-19
1. Terminating Service 14-19
2. Unauthorized Absence 14-19
U. Medical Leave 14-19
Procedure for Half-Pay Professional Development Leave 14-20
Procedure for Two-Thirds Pay Professional Development Leave 14-21
Professional Development Leave Application Form 14-22
Professional Development Leave Evaluation Form 14-23
Schedule and Application Procedures
Letter to Deans, Directors and Chairs

SECTION 15 Conflict of Interest, Conflicts with Employment Outside Activity
Outside Employment, Additional Compensation, Political
Activity, and Copyrights, Patents, Works and Inventions

A. General Policy 15-1
1. University Policy 15-1
2. Code of Ethics for State of Florida Employees 15-2
B. Definitions of Outside Activity and Conflict with Employment 15-3
1. "Outside Activity" 15-3
2. "Conflicts with Employment" 15-3
C. Responsibilities of Faculty and Administrators 15-3
1. Responsibilities of Faculty 15-3
2. Responsibilities of Administrators 15-4
D. Notification and Disclosure Procedures 15-4
E. Activities Which Must Be Disclosed and/or Approved 15-6
F. Procedures for Requesting Use of University Resources 15-7
G. Types of Outside Activities Which May Constitute Possible
Conflicts with Employment 15-8
1. Outside Employment and Compensated Activity 15-8
2. Additional State Compensation 15-8
3. Overload through the Division of Continuing Education 15-9
4. Political Activity 15-10
5. Copyrights, Patents, Works, Inventions and Instructional
Technology 15-10
H. Solicitation or Acceptance of Gifts and Honoraria 15-13
1. Disclosure Requirements 15-13
2. Restrictions 15-13
Participation in Continuing Education Activities 15-15
General Information on Conflict of Interest 15-17
General Information on Uses of University Resources, Services and Facilities 15-19

SECTION 16 University Policies and Practices

A. Academic Freedom and Responsibility 16-1
B. Accommodation for Religious Services 16-2
C. Acquisition of Information and Communication Resources 16-2
D. AIDS 16-2
E. Alcoholic Beverages 16-2
F. Assembly Exam Policy 16-3
G. Conflicts With Employment 16-3
H. Copyright Information Regarding Lectures, Required Course
Materials and Software 16-3
1. Academic lectures 16-3

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2. Required Course Materials
3. Software Copyrights
I. Drug-Free Workplace
J. Dual Career Program
K. Electronic Mail
L. Electronic Mail Policy
M. Exit Interview
N. Faculty Conduct In Research
0. Faculty as Graduate Students
P. Faculty/Student Relationships
Q. Foreign Travel
R. Honors, Awards and Recognition Programs
S. Immunization for Faculty Enrolled in University Courses
T. Incentive Efficiency Program
U. Instructional Responsibilities and Information, Office Hours,
Policies Governing Students, Posting Grades and Graduate
Student Union
1. General Instructional Policies
2. Office Hours
3. Policies Governing Students
4. Posting Grades
5. Graduate Student Union
V. Mailing Lists and Labels
W. Mentoring Program
X. NEXUS Tape Academic Personnel Series
Y. Professional Development Leaves
Z. Professional Meetings and Activities
AA. Professional Responsibilities and Obligations
BB. Public Records, Request for Disposal of
CC. Religious Services, Accommodations for
DD. Reporting Lost/Stolen Equipment
EE. Responses to Questionnaires and Surveys
FF. Smoking
GG. Spoken English Language Competence of Faculty Members
and Graduate Student Teaching Assistants
HH. Summer Appointments
II. Telephone Service Personal Calls
JJ. Textbook Requisition Policy
KK. University Postal Service
Mentor
Nexus Tape Series

SECTION 17 Sexual Harassment

A. University Policy
1. Sexual Harassment is a Form of Discrimination
2. Sexual Harassment Constitutes a Violation of the Law
B. Institutional Responsibility for Reviewing Complaints
1. General Responsibilities
2. Dean's and Director's Responsibility for Reviewing
3. Protocol for Dealing with Sexual Harassment Complaints
Where Can You Go For Help

SECTION 18 Personal Liability


Office of Academic Affairs
1995


16-3
16-4
16-4
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16-4
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16-6
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16-6
16-6
16-8
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16-10
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16-11
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16-13
16-14
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17-1
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17-2
17-3
17-5

18-1






SECTION 19 Terminations and Other Actions


A. Termination, Suspension, or Other Disciplinary Actions
for Just Cause 19-1
1. Just Cause Termination 19-1
2. Disciplinary Action 19-1
3. Counseling 19-2
B. Leave Pending Investigation 19-2
1. Initial Considerations 19-2
2. Removal From Duty 19-2
3. Conclusion of Investigation 19-2
4. Possible Action Taken 19-2
C. Notification Procedures 19-3
1. Time Requirements 19-3
2. Delivery Requirements 19-3
3. Response to Notice 19-3
D. Records of Disciplinary Action 19-3

SECTION 20 Sunshine Law, Public Records Law, Limited Access Records
and Evaluative Personnel Records

A. Provisions of the Pertinent Statutes 20-1
1. "Sunshine" Law 20-1
2. Public Records Law 20-1
3. Limited Access Records 20-2
B. Information on the Disposal of Public Records 20-4
C. University Guidelines and Procedures for Handling Requests
for Public Records 20-4
Records Retention Schedule 20-6

SECTION 21 Annual Salary Discrimination Study

A. Annual Study 21-1
B. Methods 21-1
C. Summary of Review Processes 21-1
1. Administrative Salary Review 21-1
2. Self Selection Review Process 21-1
D. Notification of Results 21-2
E. Reporting Process 21-2
F. Effective Date of Salary Increases 21-2
Suggested Self-Study Review Proceduresfor Annual Salary Equity Study 21-3
Self-Selection Review Process and Schedule 21-5
Administrative Review Process 21-6
Annual Salary Discrimination Study Report 21-7

SECTION 22 Phased Retirement

A. Guaranteed Reemployment Program 22-1
B. Eligibility for Participation 22-1
1. Years of Service and Age Requirements 22-1
2. Compensation/OPS Contracts and Assignments 22-1
C. Program Provisions 22-1
1. Reemployment obligation 22-1
2. Reemployment appointments 22-1
D. Employment Status Immediately Following Retirement 22-2
E. Additional Information 22-2
Phased Retirement Program Contract 22-3
Office ofAcademic Affairs viii
1995






SECTION 23 Resignation/Retirement Benefits, Emeritus Status, Reemployment
after Retirement, Failure to Sign Contract

A. Retirement Information 23-1
1. There Is No Mandatory Retirement Age 23-1
2. Notice of Retirement 23-1
3. Benefits Available 23-1
B. Emeritus Status 23-1
C. Reemployment after Retirement 23-2
1. General Information 23-2
2. Reemployment Information 23-2
3. Social Security Coverage During Reemployment 23-3
4. Other Provisions Dealing with Reemployment 23-3
D. Failure to Sign Contract 23-3
E. Failure to Return to Employment at the End of Leave 23-3
Retirement Programs Available to SUS Faculty 23-4
Sample letter for Emeritus Status 23-5

SECTION 24 Americans with Disabilities (ADA)

A. Law 24-1
B. Requirements 24-1
C. Definitions 24-1
D. Policy 24-1
E. Request for Information 24-1
University of Florida Reasonable Accommodation Request Form 24-2
Discussion ofAccommodation Request Form 24-3

SECTION 25 Exit Interview
Employment Exit Checklist

SECTION 26 Federal and Florida Statutes Relating to Public Employment

I. Federal Equal Employment Opportunity Laws 26-3
II. Florida Constitutional Provisions Relating to Public Employment 26-7
III. Florida Statutes Prohibiting Discrimination in Employment 26-8
IV. Florida Statutes Relating to Employment with the State
University System 26-10
V. Florida Statutes Affecting Public Employment in General 26-13
VI. Rules, Florida Administrative Code 26-16

















Office of Academic Affairs ix
1995







ADMINISTRATOR'S INFORMATION PACKET (AIP)


The Administrator's Information Packet (AIP) is prepared by the Faculty Relations
Office in the Office of Academic Affairs as a guide for university administrators to use in
academic personnel administration. The information applies to the entire period of an
individual's academic employment and originates from many sources. It is important to
mention that in some cases the information comes directly from the text of the documents)
cited at the beginning of the Section. However, even though the abbreviated information in
the AIP is authoritative, it should not be used as a basis for action without reference to the
identified Rules, Articles, appropriate chapters in the Handbook of Business Procedures,
and/or Florida Statutes. You will be provided with copies of any changes in order to keep
the AIP as current as possible.

Any differences in the procedures for personnel who are in the collective bargaining
unit (in-unit personnel) as compared with personnel who are not in the collective bargaining
unit (non-unit personnel) are noted for easy reference. For example, information on
personnel covered by the provisions of the collective bargaining unit is explained in sections
identified as "For In-Unit Personnel" (i.e., faculty in the Education and General budgetary
unit, excluding the College of Law). In the case of personnel not covered by the Agreement,
information is identified as "For Non-Unit Personnel" (i.e., faculty in the Health Center,
IFAS, and College of Law).

It is suggested that administrators keep the AIP along with copies of the University
Constitution, Senate By-Laws, and the University rules contained in the F.A.C. and, for
those in the Collective Bargaining Unit with the BOR/UFF Agreement, in this notebook.

If you have any questions or need further assistance in the interpretation or
application of these rules, you may want to contact your respective dean, director, vice
president, University Personnel Services, or the Faculty Relations Office of the Office of
Academic Affairs (2-1254) which has prepared this document.






















Office of Academic Affairs
1995





WHO TO CALL FOR ASSISTANCE


Academic Affairs:
Provost
Vice Provost
Assoc. Vice President
Asst. Vice President
Director of Academic Support System
Dean for Registrar

FOR QUESTIONS RELATING
SPECIFICALLY TO...

Community College and
Student Omsbudperson

Academic Data Information


Academic Personnel Office
Academic Appointments
Form 250

Form 255
Academic Personnel Inquiries
Academic Personnel Processing
Central Leave-Faculty
Record Manager
Sick Leave Pool-Faculty
Dual Employment

Administrator's Information Packet

Advisory Committees
Health Policy
Academic Advisory

Affirmative Action

ADA

Applicant Data Card System

Budget

Faculty Collective Bargaining Agreement

Community College Relations

Community College Transfer
Advisement Manual

Constitution and By-laws

Continuing Education

Council of Academic Deans

Councils (Advising Provost)
Affirmative Action
Faculty Enhancement
International Studies
Information &
Computing Services


Andrew A. Sorensen
Gene Hemp
Catherine Longstreth
Jacquelyn Hart
Victor Yellen
Barbara Talmadge


CALL...


Barbara Keener

Victor Yellen
Sharon Abare

Rita Cowan

Janet Crawford &
Judy Emery
Shellie Sampson
Catherine Longstreth
J. Crawford/Kay Shipp
Shellie Sampson
Susan McKinney
Rita Cowan
Sue Ollmann

Catherine Longstreth
Cindy LePrell

Leighton Cluff
Linda Black

Jacquelyn Hart

Ken Osfield

Jacquelyn Hart

Gene Hemp

Catherine Longstreth

Barbara Keener


Loretta S. Robinson

Catherine Longstreth

Jim Knight

Linda Black


Rahim Reed
Carolyn Henderson
Paul Gibbs

Jeaninne Webb


2-2404
2-1301
2-1254
2-6004
2-2476
2-1361


PHONE


2-1308

2-2476
2-2476

2-1251

2-1251
2-1251
2-1251
2-1254
2-1251
2-1251
2-4180
2-1251
2-1251

2-1254
2-4792

374-6019
2-2404

2.6004

2-7056

2-6004

2-1301

2-1254

2-1308


2-1308

2-4792/4894

2-2404

2-2404


2-0421
2-0342
2-5323

2-0365






Undergraduate Academic
Support Services

Cycles of Success Program
Discrimination Complaints
(Student or Faculty)

Employee Assistance Program (EAP)
EAP Hotline

Employment Monitoring

Evaluation of Instruction


Fact Book

Faculty Activity Reports

Faculty Handbook


Grievances/Complaints
University Rules--CBA
EEO
Misconduct in Research
USPS/A&P
Get Lean/Whistle Blower Complaints

Institutional Research/Surveys

Immigration/Visa Information

Minority Issues
(e.g. enrollment, employment mentoring)

Minority Vita Bank

Non-Renewal of Appointment

Payment of Unused Sick Leave

Phased Retirement Program

Records Management
(Historical Records, Destruction
of Records, Disaster Plan)

Professional Development
Leave Programs

Salary Equity Discrimination Study

Salary Information

Search and Screen

Sexual Harassment

Student-Teacher Evaluations

SUS Vacancy Announcements

System 36

Tenure and Promotion


Keith Legg

Jacquelyn Hart

Jacquelyn Hart

Catherine Longstreth


Jacquelyn Hart

Victor Yellen
Sue Legg

Victor Yellen

Judy Bowen

Catherine Longstreth
Kaye Bough


Catherine Longstreth
Jacquelyn Hart
Karen Holbrook
Don Monroe
Nur Erenguc

Betty Capaldi

Barbara Wilkle


Jacquelyn Hart

Jacquelyn Hart

Catherine Longstreth

Chris Simpson

Catherine Longstreth

Susan McKlnney



Catherine Longstreth
Kaye Bough/Cindy LePrell

Catherine Longstreth

Victor Yellen

Jacquelyn Hart

Jacquelyn Hart

Judy Bowen

Jacquelyn Hart

Jerry Bigham

Catherine Longstreth


2-1519

2-6004

2-6004

2-1254
338-9834

2-6004

2-2476
2-0371

2-2476

2-2476

2-1254
2-4792


2-1254
2-6004
2-1582
2-1073
2-1391

2-0456

2-5443


2-6004

2-6004

2-1254

2-1301

2-1254

2-4180



2-1254
2-4792

2-1254

2-2476

2-6004

2-6004

2-2476

2-6004

2-2476

2-1254





Tuition Exchange Program

University Committees

University Rules and
Governance Documents

University Senate


Kaye Bough

Chris Simpson

Catherine Longstreth


Nancy Gullic


2-4792/4894

2-1301

2-1254


2-1374 ext.7302







UNIVERSITY GOVERNANCE


The faculty of the University are encouraged to participate in the collegial system of
governance. The following documents set forth the rules, regulations, and procedures
governing the faculty of the University of Florida and the State University System and are
in addition to the requirements set forth by law. The following information is presented as
it appears in Section I of the Faculty Handbook.

Florida Administrative Code (F.A.C.)

These chapters set forth the official compilations of the various rules of the state
regulatory department, as provided for under the Administrative Procedures Act of Florida,
Florida Statute, Chapter 120.

The University's rules, in Chapter 6C1, and the Board of Regents' rules, in Chapter
6C, are as follows:

University of Florida (Chapter 6C1)

6C1-1 General
6C1-2 Public Functions
6C1-3 Administrative Affairs
6C1-4 Student Affairs
6C1-5 J. Hillis Miller Health Center
6C1-6 Institute of Food and Agricultural Sciences
6C1-7 Academic Affairs

Board of Regents (Chapter 6C)

6C-1 Organization, Powers, Duties and Functions of the Board
of Regents
6C-2 Interinstitutional Organizations
6C-3 Uniform Systemwide Procedures and Reporting
6C-4 University Presidents
6C-5 Systemwide Personnel Matters
6C-6 Students
6C-7 Tuition and Fees
6C-8 Educational Delivery
6C-9 Property and Finance
6C-10 Miscellaneous Provisions
6C-11 The Community Hospital Education Program
6C-12 Florida Solar Energy Center Program
6C-13 Research and Development Authority Program
6C-14 Procedures for Administration of Delegated Authority for
Construction Program
6C-15 Procedures for Administration of Delegated Authority for
Surplus Property Program
6C-16 Procedures for Administration of Delegated Authority for
Motor Pool
6C-17 Procedures for Administration of Delegated Authority for
Leasing Program
6C-18 Procedures for Administration of Delegated Authority for
Purchasing Program


Office of Academic Affairs
1995











6C-19 Reserved
6C-20 Board of Directors of the Florida Institute of Phosphate
Research Organization and Purpose

Copies of the University and Board of Regents rules may be purchased
from Printing (392-1134).



The Agreement Between the Board of Regents. State University System
of Florida. and United Faculty of Florida

The Collective Bargaining Agreement was first negotiated in October, 1976. At that
time, the United Faculty of Florida (UFF) was elected as the bargaining agent to represent
faculty (in-unit) at all nine institutions in the SUS. The United Faculty of Florida also
represents the Graduate Student Union of the University of Florida and the
University of South Florida. Faculty members in the College of Law, IFAS, and
the JHMHC are excluded from the bargaining unit (non-unit). The Articles in the
Agreement set forth the terms and conditions of employment negotiated for the benefit of
bargaining unit members. If a topic is addressed by the Agreement, those provisions
supersede other governance rules contained in the Florida Administrative Code or
University documents listed in this section of the handbook. Topics not addressed by the
Agreement are covered by these rules. Under the Agreement, the Board of Regents retains
the right to manage the State University System. The Agreement also recognizes the
responsibility of the University to insure that as a result of the negotiated terms of the
Agreement, no member of the bargaining unit shall suffer any loss or reduction of any
rights or benefits to which he or she would otherwise be entitled.



Constitution of the University of Florida and By-Laws of the University Senate

The Constitution was ratified by action of the University Senate on February 6,
1964. The Articles in this document describe the government, administration, and
organizational units of the University Senate; and the responsibilities and rights of faculty.
The provisions of the University Constitution and Senate By-Laws are governed by and
subordinate to the rules and regulations of the Florida Administrative Code, the provisions
of the Collective Bargaining Agreement, and the legal requirements of state and federal
statutes.













Otce of tAcademc Affiars
1995






SECTION 1

ADMINISTRATOR'S RIGHT AND RESPONSIBILITY TO MANAGE

The University retains and reserves to itself the rights, powers, and authority vested in
it, including the right to plan, manage, and control the State University System and in all
respects carry out the ordinary and customary functions of management.

The authority to manage is delegated by the President to the administrators of the
academic units. This includes but is not limited to the following:

A. APPOINTMENTS

1. The chair or supervisor is responsible for the recommendation to
appoint an individual to the faculty.

To advertise and coordinate the search for a vacant position in accordance
with University rules.

To consult with faculty and other administrators regarding the selection and
appointment.

To provide a written offer of appointment which must include such things as:

The position offered and a statement regarding tenure or permanent
status;

The period of employment and effort (FTE);

The salary offered;

The duties and responsibilities of the position;

The special conditions of the employment; and

A statement regarding outside activities.

To notify the appointee, or current faculty member, if there is a change in
the bargaining unit classification 30 days prior to the appointment (for
faculty in the Collective Bargaining Unit).

NOTE: The chair or supervisor is responsible or involved in other types or changes
in the appointments, such as graduate faculty status, emeritus status, promotion,
administrative appointments, etc.

2. The Chair is also responsible for the annual re-appointment.

B. PROFESSIONAL OBLIGATIONS

The chair or supervisor is responsible for advising the faculty of his/her
professional obligations.



Office of Academic Affairs AIP 1 1
1995





To inform the faculty member that the professional obligation is comprised of
both scheduled and non-scheduled activities. The chair is responsible for the
assignment of:

Instructional activities, office hours and other duties and responsibilities
which may be required by the administration to be performed at a specific
time and place.

Other non-scheduled activities which may not need to be performed at a
specific time and place, however, the faculty member should consult with the
chair/supervisor in determining the manner and place of these non-
scheduled activities.

To counsel with the faculty member and assist in making appropriate
arrangements that may be necessary, if a faculty member is unable to meet
his/her professional responsibilities.

To inform the faculty member of what must be done to resolve the situation
if these professional obligations are not met in a satisfactory manner.

To take those actions necessary to correct the problem.

C. ASSIGNMENTS AND RESPONSIBILITIES

The chair or supervisor is responsible for the assignment of duties and
responsibilities.

To inform the faculty in writing of general expectations in terms of teaching,
research, service and other duties and of the criteria required for tenure,
permanent status and promotion.

To provide an assignment that provides faculty members who are earning
eligibility for tenure or permanent status and/or promotion with equitable
opportunities, in relation to others in the department, to meet required
criteria for such status.

To make faculty assignments that comply with the "12-Hour Law" which
requires that each full-time faculty member be assigned a minimum of 12
classroom contact hours per week, or the equivalent in other professional
responsibilities.

To assure that the faculty member's time and effort is expended as assigned
and recorded on the Faculty Assignment Reports and other personnel
records.

To change the assignment, if necessary, to notify the faculty member of the
change in writing with a copy to the personnel file, and to afford the faculty
member the opportunity to discuss the assignment prior to its effective date.

To include the assignments in the candidate's tenure and promotion file (for
faculty in the Collective Bargaining Unit).




Office of Academic Affairs AIP 1 2
1995







D. ANNUAL EVALUATIONS


The chair or supervisor is responsible for the evaluation of the faculty.

to provide the opportunity for the faculty member to submit information
relevant to the evaluation process.

to evaluate once annually on the basis of the performance of assigned duties
and responsibilities (and to evaluate more frequently if necessary).

To evaluate using information gathered from students, the chair, faculty
colleagues, the faculty member being evaluated and other appropriate
administrators.

To evaluate teaching effectiveness by means of instructional materials,
syllabi, course outlines, results from the student course evaluation
instrument gathered from students and classroom observation.

with respect to classroom observations, which are to be taken into
account in the annual evaluation for faculty in the Collective Bargaining
Unit, a faculty member must be notified at least two (2) weeks in
advance of the period (e.g., a semester) over which at least two (2)
observations will occur.

to assist the faculty member in correcting any performance deficiencies
addressed in the annual evaluation.

to address progress toward tenure, and toward promotion if requested by the
faculty member.

to offer the faculty member the opportunity to discuss the evaluation prior to
its being placed in the personnel evaluation file.

to provide a written copy of the final evaluation (for faculty in the Collective
Bargaining Unit, within 30 days after the end of term).

The annual evaluation is to be used in recommendations and final decisions on
personnel matters, including retention, nonrenewal, tenure, promotion and salary
increases, although such decisions need not be based solely on such evaluations.

E. DEALING WITH CONFLICT RESOLUTIONS

The chair or supervisor has the right and responsibility to manage, and in
doing so to deal with conflict situations that may arise, particularly those that
may be or are disruptive to the unit as follows:

to deal with the situation in person, if possible, rather than by telephone,
memo, E-Mail or FAX;

to meet with the person or persons involved;

to listen and ask questions and not assume to know the answers;



Office of Academic Affairs AIP 1 3
1995






* to take notes, if appropriate;


to deal with the matter in a timely manner;

to take preventative measures if possible, and not wait until matters come to
a crisis; .

to be thorough, objective and sensitive to those involved;

to seek assistance from others, if needed;

NOTE: Communications and personal contact are the key to conflict resolution, but
don't count on being able to resolve all conflicts.

to follow up to make sure the situation has been resolved;

to be sensitive to the need for confidentiality; and

to advise the parties involved of the action to be taken and the reasons for
the action.

Don't count on being able to resolve all conflict situations.

F. NONRENEWAL OF APPOINTMENTS

The chair or supervisor is responsible for the annual renewal or non-renewal
of appointments of non-tenured or non-permanent status faculty.

To make the decision not to renew the employment of a non-tenured or non-
permanent status faculty member.

To meet with the faculty member and explain the reasons) for the non-
reappointment.

To provide appropriate notice of non-renewal

To provide the faculty member, upon written request, with reasons for the
non-renewal (for faculty in the Collective Bargaining Unit, within 20 days
following receipt of the written request.)

To provide appropriate recall rights if the reasons for the non-renewal are
those that would otherwise support a layoff, and inform the faculty member
of the recall rights.

G. SALARY DETERMINATIONS

The chair or supervisor is responsible for determining or recommending the
salary of a faculty member.

To inform faculty that they are paid:




Office of Academic Affairs AIP 1 4
1995







in accordance with the provision of the Appropriations Act and
University Policy (for faculty in the Collective Bargaining Unit, the
allocation of salary increases is subject to bargaining);
at regular intervals in accordance with the biweekly payroll schedule
established by the State Comptroller;

at the effective date of the annual salary increase determined by the
Chancellor and/or legislative action.

To ensure that a faculty member understands that she/he normally receives
no more than one salary increase per 12-month period.

To discuss and explain the basis for the salary determination or
recommendation.

To review salaries annually in accordance with the Annual Salary
Discrimination Study of faculty for possible discrimination.

H. PROFESSIONAL MEETINGS AND ACTIVITIES

Chairs or supervisors should encourage and provide opportunities for faculty
members to attend professional meetings, conferences and participate in other
professional development activities.

To determine if such attendance is:

consistent with the faculty member's assigned duties and
responsibilities;

relevant to the faculty member's own professional development;

beneficial to the department, college or the University.

To determine and inform the faculty member of what expenses will
be covered, if applicable.

To approve the dates a faculty member proposes to attend such
professional functions.

To inform the faculty member of the approval or the reasons for the
lack of approval.

I. TENURE, PERMANENT STATUS AND PROMOTION

The chair or supervisor is responsible for these personnel processes as
follows.

To inform the faculty member of the criteria required for the personnel
action.

To provide the faculty member with a copy of the University criteria and any
college or departmental criteria.

To serve, with other faculty, as a mentor to the faculty member.

Office of Academic Affairs AlP 1 5
1995





To advise faculty members annually of their progress toward tenure and
permanent status, and toward promotion if requested.

To initiate the tenure and promotion review processes, as appropriate.

To either recommend tenure or permanent status or give a notice of non-
renewal by the end of the sixth year of continuous full-time or equivalent
part-time academic service, including any approved credit transfer of tenure
from previous employment.

To provide the faculty member with written reasons for the action taken, if
requested in writing by the faculty member (for faculty in the Collective
Bargaining Unit, within 20 days of the faculty member's receipt of notice of
the action taken).

J. EVALUATION AND EMPLOYMENT FILES AND RECORDS

The chair or supervisor has the right and responsibility for maintaining
employment and personnel files.

To place and maintain information relevant to the faculty member's duties
and responsibilities in the file within a reasonable time after receipt.

To post a notice in the department or unit specifying the location of the
evaluation file.

To keep the leave records current and accurate.

To maintain the employment records and information required by the
University.

To ensure that no anonymous material is placed in the evaluation file except
for information gathered from the student course evaluation procedure.

K. PHASED RETIREMENT

The chair or supervisor has the right to determine if a person is eligible to
participate in the phased retirement program.

To determine whether the faculty member is eligible to enter the program.

To provide the reasons) for denial to participate in the program.

To schedule the period, beginning with the contractual year next following
the date of retirement, when the phased retirement program will begin.

To determine the assignment (faculty type assignment, not administrative)
each year of the program.

To provide annual letters of evaluation and to conduct other departmental
business as normal for the retiree, e.g. assignments, leaves, etc.


AIP 1 6


Office of Academic Affairs
1995






L. OUTSIDE ACTIVITY/CONFLICT OF INTEREST

The chair and/or dean (or director) has the responsibility to ascertain that the
faculty member's responsibilities are not being abrogated by the activity.

To inform the faculty member if the activity is deemed to be a conflict of
interest or interferes with the faculty member's obligations to the
University.

To inform the faculty member in writing of the reasons the activity is not
appropriate or the conditions under which it may be permitted.

To approve or deny a request to use university facilities, equipment or
services, including advising the faculty member of any charges he/she must
pay for such use.

M. APPEALS, GRIEVANCES AND COMPLAINTS

The chair or supervisor has the right and responsibility to deal with these
types of procedures.

To take those steps necessary to deal with conflict.

To resolve concerns or conflicts that occur.

To respond to these procedures--at times in writing--if resolution is not
possible.

To review all complaints, whether verbal, written, or anonymous.

To conduct a review in a thorough and objective manner that is sensitive to
all parties involved, keeping in mind the confidential nature of such a
review.

To determine if the matter has substance, and to determine if additional
actions are necessary.

To meet with the parties involved (separately) to review any actions) to be
taken.

To assist administrative officials in the review process.

To report the disposition of the complaint or incident to the appropriate
university offices.

To conduct follow-up reviews, as necessary.

N. TERMINATION FOR CAUSE AND OTHER ACTIONS

A chair or appropriate administrator may terminate or take other disciplinary
action against a faculty member during the term of employment contract for
misconduct.

To determine the appropriate action to be taken.

Office of Academic Affairs AIP 1 7
1995





To provide the faculty member with a written notice of the reasons for the
action taken.

To follow a plan of progressive discipline, as appropriate, if misconduct is
apparent:

to advise faculty member of concern,
to counsel in writing,
to issue letter of reprimand, and
to take more severe disciplinary action, if necessary.

To determine if the actions of the faculty member adversely affect the
functioning of the University or jeopardize the safety or welfare of the
faculty member, colleagues or students; if so, to take immediate action such
as placing the faculty member on leave pending investigation.

To provide the faculty member with a written statement of the proposed
disciplinary action and the reasons for the proposed action, and afford the
faculty member a period of no less than ten (10) days in which to respond,
before the action is taken.

To take the necessary actions and, if appropriate, to take those steps
necessary to ensure that the problem is corrected.

To inform the faculty member of his or her rights regarding the appeal
and/or grievance procedures and time limits required for filing.

O. LEAVES

Chairs or supervisors are responsible for the approval of leaves prior to the
leave being taken.

To counsel faculty verbally and/or in writing, with a copy to the personnel
file, if there is any problem regarding leaves.

To warn a faculty member in writing, with a copy to the personnel file, if
there is an abuse of leaves.

To review and approve, if appropriate, proposals for professional
development leaves or other types of leaves.

To remind the faculty member to contact the appropriate University
Personnel Office regarding a continuation of benefits during the leave.

To determine and notify a faculty member who is not in the Collective
Bargaining Unit, that he/she must take 20 days of accrued annual leave a
year.

To maintain an accurate record of all types of leave earned.

To remind faculty members that they are to take sick leave during any
period when they are not available to carry out assigned duties because of
medical reasons, not solely during those times in which they have scheduled
assignments.

Office of Academic Affairs AIP 1 8
1995






P. HEALTH, SAFETY AND SECURITY


The chair or supervisor is responsible for assuring that the appropriate
standards of health, safety and security are met for the unit.

To inform employees of the procedure to report health, injuries, security
problems, or the like.

To inform employees about the rules and regulations dealing with matters
such as the drug free workplace, smoking, alcohol, etc.

To take the steps necessary and appropriate if these rules and regulations
are violated.

To be alert to potential risks to the safety and well-being of the user and to
take the necessary measures to provide an appropriate work climate and
environment.

To notify the appropriate university office of health, safety, or security
concerns and problems.

To take those actions necessary to correct or assist in the correction of
concerns and problems, as appropriate.

To extend reasonable accommodations in accordance with the Americans
with Disabilities Act (ADA).


AIP 1 -9


Office of Academic Affairs
1995






SECTION 2


AFFIRMATIVE ACTION PROCEDURES

(6C-5.103, 6C1-1.006, 6C1-1.0062, 6C1-7.003, Article IV; Article 6)

A. Affirmative Action and Equal Employment Opportunity Information

1. The University's Affirmative Action and Equal Employment Opportunity
procedures require the announcement of all vacancies be in compliance with the
University's Search and Screen guidelines, as well as with other Affirmative Action
procedures. While faculty vacancies are normally filled directly by the department or
unit. A&P positions are normally filled through University Personnel Services. Please
refer to B. below.

2. If a faculty member from another institution in the State University System
(SUS) is being recruited and/or considered for a position, the Provost/Vice President
for Academic Affairs, who is the University's Chief Academic Officer, must be notified
so the other institution can be notified.

3. Normally, faculty members in tenure earning or tenured positions or the
equivalent may not be "promoted" at the University without submitting credentials
through the appropriate administrative channels including the Academic
Personnel Board. Therefore, a current University faculty member may not be
promoted by accepting a advertised position of a higher rank, even if he or she
is an applicant who is recommended for an advertised position. (This is not the
case for a person who applies from outside the University. The applicant could
be considered for a position regardless of the rank held at that time if it were
determined the appropriate qualifications and criteria are met.)

4. The Office of International Programs or the Academic Affairs Personnel Office
should be contacted for information concerning the immigration procedures to be
followed when hiring foreign nationals to temporary or permanent faculty positions.
Refer to Section 3 of the AIP.

5. Before deciding to hire a candidate, the hiring administrator should consider
any recommendations made through the collegial system of shared governance.

6. While University Personnel Services is normally responsible for the
recruitment, screening and selection of candidates for referral as applicants for A&P
position vacancies, the hiring administrator is responsible for the process for faculty.

Note: Faculty appointed through the internal search method, as opposed to a
national search, are not eligible for salary increases; unless it is an appointment to an
administrative position with an increase in responsibilities as indicated by an
administrative supplement, if appropriate.

Normally, University faculty members in tenured, tenure earning or the
equivalent positions, may not be promoted as result of appointment to a vacant
University position. Promotion consideration must follow the University's promotion
process; this restriction, however, does not apply to faculty in temporary positions
such as those with the visiting modifier or to OPS appointees.

Office of Academic Affairs AIP 2 1
1995





B. Provisions of the Search and Screen Process-


FOR EASY REFERENCE, A SEARCH AND SCREEN PROCESS CHECKLIST, I
AND SAMPLE ANNOUNCEMENT ARE PROVIDED AT THE END OF THIS
SECTION.

1. Searches must be conducted in accordance with the University's rule
6C1-1.0062, F.A.C., the provisions of Florida's "Government in the Sunshine" law
(Chapter 286, F.S.), and the State's Public Records Act (Chapter 119, F.S.). (Please
refer to Section 20 of the AIP for a description of these laws).

2. The following is a summary of the general search and screen
procedures described in the University's Rule 6C1-1.0062, F.A.C.

a.. Search Committees are required for all faculty and designated
Administrative and Professional (A&P) positions. The exempt
positions and the internal search requirements are described in B.4.

b. Objectives for search and screening processes should provide that:

1) Search procedures are utilized to ensure that the search
explore areas over and beyond the traditional sources in seeking out
and recruiting blacks, women and other minority candidates.
Procedures should be as objective as possible to ensure fair and
equitable treatment of all candidates.
2) Search Committees should include women, blacks and other
minorities. In units where members of these underrepresented groups
do not exist, such appropriate representation should be chosen from
outside the unit. It is impermissible for the hiring authority and/or
chair of the department to serve on the Search Committee in any
capacity because the Search Committee ultimately makes
recommendations to the hiring authority and/or chair.
3) The appropriate administrator (chair, director/or dean) is
responsible for the publication or review of all published
announcements of the faculty position to be filled and is responsible for
providing this information to the Search Committee with a copy to the
College/Division Equal Opportunity Office (EEO). The advertisement
of the position should be as specific as possible about expected
performance. In the case of A&P positions, University Personnel
Services will provide the Search Committee with copies of all published
information.
4) The appropriate administrator (chair, director/or dean) is
responsible for the vacancy announcements and advertisements of all
faculty positions. The announcement and advertisement should include
not only the State University System Vacancy Listing, but also
publications designed to reach blacks, women and other minorities.
For A&P positions the announcements and advertisements are the
responsibility of the University Personnel Services. This Advertising
Resource List is available in the Affirmative Action Office
5) The appropriate administrator (chair, director/or dean) will
provide the Search Committee with the screening criteria prior to
examining the faculty applications and develop and provide the Search
Committee with appropriate evaluative checklists or reporting forms.
The Search Committee should evaluate the characteristics deemed
Office of Academic Affairs AIP 2 2
1995





critical to performance in the position to be filled and complete the
checklist or reporting form for screening purposes. In the case of A&P
positions the screening criteria will be provided to the Search
Committee by the University Personnel Services on any additional
criteria requested by the appropriate administrator. The Affirmative
Action Office is available if assistance is needed in developing these
checklists.
6) Interviews are to be conducted to provide evaluations of
recommended candidates. A checklist or reporting form reflecting
selection criteria shall be part of standard procedures for interviews
with each candidate having equitable time and exposure during the
interviewing process. University employees should receive the same
treatment as other candidates.
7) Interviewing groups, if not the total Search Committee, should
include women, blacks and other minorities.
8) The Committee shall submit to the hiring administrator a
report recommending the applicants for interview (these should not be
ranked), assist the hiring administrator in gathering any additional
information on the applicants selected for interview, and assist as
necessary in arranging and participating in the interview process.

3. Position Vacancy Announcement (PVA) As stated, with the exception of
the internal vacancies (refer to 4. directly below), vacancies to be filled, new or
continuing must be announced in the State University (SUS) Vacancy Announcement
Listing.

Advertising must be realistic enough to meet the needs of the hiring unit. The
minimum length of advertising is two (2) working weeks. All Administrative and
Professional and University Support Personnel System positions, exempt from wage
and hour law, will be administered through University Personnel.

a. Each specific vacancy advertised must indicate application deadline.
Exceptions must be approved by the Affirmative Action Director. No
application may be accepted for consideration after the deadline date posted on
the PVA. And, vacancies published for the minimum required two week period
will be automatically removed from the SUS Position Vacancy listing on the
application deadline date. The announcements may, however, be listed with
an extended deadline date upon request in writing to the University
Affirmative Action Director's Office.

b. No position may be filled or a firm commitment for employment made
until after the application deadline date. If a position is not filled within a one
month period after the "anticipated starting date" the "anticipated starting
date" must be updated in the College's EEO Office with the new deadline.

c. If a unit needs to fill the announced position vacancy at a rank or
salary other than what was announced, or with different qualifications, the
position vacancy must be re-announced for at least one week with the updated
information.

d. When a position is filled, the hiring administrator or EEO person is
responsible for completing Part B (Position Filled Announcement) of the SUS
Position Vacancy Announcement form and forwarding two copies to the
University Affirmative Action Director's Office. Each unit is responsible for
maintaining documentation showing that all applicants who applied for the
Office of Academic Affairs AIP 2 3
1995





announced application deadline were considered for the announced position
vacancy for at least two (2) years.

4. Other Search and Screen Information As stated, vacancies to be filled,
new or continuing, must be announced in the State University System (SUS) Vacancy
Announcement Listing.

a. Sunshine Law Requirements It is suggested that advertisements,
announcements, and letters requesting recommendations indicate the
appropriate provision of Florida's "Sunshine Law." For example, a statement
similar to the following might be included:

"The University of Florida is an Equal Opportunity Affirmative Action
Institution. The selection process will be conducted under the provisions of
Florida's "Government in the Sunshine" and Public Records laws. Search
Committee meetings and interviews will be open to the public, and all
applications, resumes, and other documents related to the search will be
available for public inspection."

b. Internal Search Requirements If a department or unit must fill a
faculty position from within the University, the vacancy shall qualify for
exemption from (4.a.) above, provided:
1) Applicants are current employees of the University in faculty
positions.
2) The vacancy is advertised as broadly as possible within the
University, as appropriate to the position. Such advertisements may
include posting on appropriate campus bulletin boards, announcements in
the University Digest, announcements in the academic unit, and
distribution to the deans, directors and department chair.
3) The position is announced for at least 14 calendar days.
4) The department or unit complies with all other requirements of
the University's Rule regarding the search and screen process.

c. Exempt Vacancies The following positions are exempt from the
provisions of the PVA; however, hiring departments and units should give full
exposure to all possible applicants. Refer also to Section 3 and Rule 6C1-7.003,
F.A.C., for additional information on appointment status modifiers.
1) Positions designated half-time or less which are non-tenure
accruing.
2) Positions to be filled by an "adjunct" (OPS) appointment which
may not last for more than one semester or its equivalent, or for more
than six months for calendar year appointments, unless approved in
advance by the President or designee on an individual basis due to
special circumstances. The Letter of Appointment should state the
conditions of the appointment.
3) Positions to be filled by a person holding a "visiting"
appointment which may not be filled for more than one semester, or its
equivalent throughout the academic year, or for more than six months
for calendar year appointments, unless approved in advance by the
President or designee on an individual basis due to special
circumstances. The Letter of Appointment should state the conditions
of the appointment.
4) Administrative positions to be filled on an "acting" basis.
5) Positions classified as Post-Doctoral Fellows, Post-Doctoral
Associates, Residents, and Trainees (Including those post-docs in
Office of Academic Affairs AIP 2 4
1995






Assistant and Associate-In positions in post-doctoral programs). The
faculty titles Assistant or Associate-In may be used for these post-doc
titles for a period of three years. (Appointment beyond this time may
be extended for two more years with the written approval of the
Assistant Vice President for Affirmative Action.)

d. Non-Vacant Position Requirements The following do not represent
bona fide vacancies and are exempt from the search and screen provisions of
the Rule.
1) Promotions of faculty or A&P within, the same department
where, in actuality, no vacancy exists.
2) Reclassification or addition or deletion of a filled
Administrative and Professional position.
3) Designation of a faculty member as Principal Investigator in
the contract or grant.
4) Change of funding from a "soft" money source to a line, or from
one "soft" money source to another, because of the termination and re-
establishment of a grant or contract, with no change in duties or
responsibilities, if the incumbent was hired pursuant to the Vacancy
Announcement procedures in 1 above.

For In-Unit Personnel: Copies of position vacancy announcements shall be posted in a
public place in each building where employees have offices. All employees who are
candidates for new and vacant positions shall be advised of the salaries of employees in the
department or equivalent unit, or of salaries of University employees in the same job
classification prior to the negotiation of the candidate's initial salary. Before deciding to
hire a candidate to fill a bargaining unit vacancy, the appropriate administrators) shall
consider recommendations of candidates made by employees in the department.

5. In addition to the compliance described above, the provisions of Article IV of
the University Constitution as it pertains to the appointment of deans,
directors, and chair must be followed. The Constitution states that:

The dean shall be appointed by the President. In making
this appointment the President shall give consideration to the
opinion of the faculty of the college concerned by consultation
with a special committee of at least three faculty members elected
by the faculty of the college. (Article IV, Sections 2. and 3.)

The chair is to be nominated by the dean of the college
after formal consultation with a committee of the department
selected by its tenured members and after consultation with
others in related fields outside the department. The nominations
shall be forwarded to the President for approval. In those
instances where the nominee of the dean of the college is not
concurred in by the departmental committee, that committee's
dissenting report should be forwarded to the President along
with nomination made by the dean. (Article IV, Section 3.(c))

C. The Affirmative Action File This file should be maintained for two (2) years by
each college, department, and unit. The disposal of search and screen documents, which must
also be maintained for two (2) years, should be arranged with the University's Archivist
(392-4180). Refer to Section 20 of the AIP. An Affirmative Action file will be maintained by
the college and/or department for two (2) years to indicate:
Office of Academic Affairs AIP 2 5
1995






1. that all applications were received and considered by the Search Committee;

2. the consideration given to the appropriate applications on file in the unit;

3. the list of applicants chosen for interview;

4. the list of applicants recommended to the hiring administrator; and

5. the documentation to notify the applicants not chosen for interview of their
status.















































Office of Academic Affairs AIP 2 6
1995






CHECKLIST FOR FACULTY SEARCH AND SCREEN
COMMITTEES

INITIAL PHASE Appointment and charge to Search and Screen Committee

The Committee is appointed and receives its charge from the hiring authority. In
accordance with the University's Equity Accountability Plan and the Affirmative Action Plan,
search committees should include women and minorities. In units where there is under-
representation of these groups, appropriate representation may be obtained from outside the
unit.

Note A different procedure is used for internal University searches. Please
Refer to Sections A 1 and B 2.

PHASE I -- Development of Position Description, Selection Criteria, and
Advertising and Recruiting Strategy

Hiring Administrator's Charge to Committee:

__ Hiring administrator meets with the Search and Screen Committee to review the
position description, selection criteria and time frame of the search.

Search Committee Members' responsibilities (in concert with the hiring
administrators charge to Committee):

__ Set timelines for the search process. (Advertising dates may be a factor in setting
these deadline dates).
Develop selection criteria to be used in search process.
Develop evaluation worksheet based on criteria for use by the Search and Screen
Committee members.
Complete the State University System (SUS) Position Vacancy Announcement.
(This is normally handled by the hiring administrator's office).
_ In accordance with the Equity Accountability Program, attempts to develop a list of
at least five ("Lists of Five") of each of the following:

a. "outside experts" from whom names of potential women candidates are
requested for contact by the committee;
b. "outside experts" from whom names of potential minority candidates
are requested for contact by the committee;
c. potential women candidates known to committee or department
faculty;
d. potential minority candidates known to committee or department
faculty.

Develops a listing of where advertisement should be placed.

a. A minimum of two (2) Journals/publications reaching women and
minority audiences such as:
Chronicle of Higher Education
Black Issues in Higher Education
The Hispanic Outlook in Higher Education, and others
b. Professional Journals
c. Newspaper -- if appropriate.
Office of Academic Affairs AIP 2 7
1995






d. The Affirmative Action Office Resource List.


Develops position announcement and advertisement. The Chairperson of the
Search and Screen committee should consult with hiring administrator before
announcement and ads are placed and places advertisement in appropriate
journals, etc.
Other suggestions:

a. Sends letters or announcements to:

AAU Presidents for President (Search and Screen Chairperson
drafts letters for President's signature).
AAU Deans or Department Chairpersons, to the colleges or
departments likely to have appropriate applicants.
Appropriate professional organizations.

b. Encourages personal contact by those in department, etc., to potential
candidates to assist in recruitment efforts.
c. Contact individual identified by "Outside Expert" ("List of Five").
d. Contacts individuals on the department's "LIST OF FIVE".
(Normally the Chairperson of the Search and Screen Committee may either
assume or delegate the responsibility for the last two (2) activities
described above.)

PHASE II -- Receipt and acknowledgment of applications and nominations

Chairperson and/or Search Committee Members' responsibilities:

Acknowledges applications and nominees by letter to each applicant or nominee.
At this time nominees need to be advised that to be considered s/he must declare
the desire to be a candidate.*
Designates an individual to be custodian of the files and a central location for
application files will be maintained so members of the Search and Screen
Committee and others can review the applications.

*It is important to understand that a nominee must declare candidacy to the
Search and Screen Committee by the deadline to be considered.

PHASE III -- Search Committee Review Process

Chairperson and/or Search Committee Members' responsibilities:

__ Schedules and posts Search Committee meetings in which the members meet to
review applications and make assessment using evaluation worksheets.
Arranges meeting of the Search Committee to review, discuss, and decide which
applicants are to be recommended to the hiring administrator as possible
appointees.
_ Provides the hiring administrator with a report of the Search Committee's
activities including a listing of those candidates recommended to be
interviewed. The listing of recommended candidates should not be ranked.
_ Notifies the applicants not recommended to the hiring authority for further
consideration.



Office of Academic Affairs AIP 2 8
1995





PHASE IV -- Interview Process


Hiring Administrator responsibilities:

Upon receipt of Search and Screen Committee's report, the hiring administrator
determines which candidates will be interviewed and notifies the candidates.
Solicits at least three (3) letters of recommendation for each interviewee.
Notifies interviewees of the interview schedule and other arrangements,
e.g., lodging suggestions, travel reimbursement procedures, interview
schedule, additional information regarding University, etc....*
___ The hiring administrator normally coordinates the interview process with the
Chairperson of Search Committee. Members of the committee normally are
requested to participate in the interviewing process.
(The procedures described above are normally done by the Chairperson of the
Search and Screen Committee and the hiring administrator.)

PHASE V Hiring Process

Hiring Administrator responsibilities:

___ Selects the candidate to fill the position after reviewing interviewers' comments.
Informs the Search and Screen Committee of the final selection.
Prepares the letter of offer and transmits other employment information to the
selected candidate.
___ Notifies unsuccessful candidates (finalists) of the University's decision.
Completes the Affirmative Action /Equity Accountability Compliance Report.
__ Submits the appointment papers through the appropriate administrative channels.
_ Writes letters to search committee thanking them for service to the University.

*Please note a different procedure is used for internal University and Eminent Scholar
searches. 2/95


AIP 2- 9


Office of Academic Affairs
1995








Chronicle of Higher Education


August 3, 1994


UNIVERSITY OF

FLORIDA




Vice President for Development
and Alumni Affairs

The University of Florida invites nominations and applications for
the position of vice President for Development and Alumni Affairs.
As the state's oldest, largest, and most comprehensive university,
the University of Florida offers more academic programs for
undergraduate and professional students on a signal campus than
all but a few U.S. universities. 37,000 students come from all 50
states and more than 100 foreign countries. Over $200 million in
research grants and contracts were awarded last year to members of
its 3,700 faculty. The University of Florida is a land-grant
university and a member of the Association of American
Universities. University of Florida alumni have organized alumni
groups all over the United States and in many foreign countries.

The Vice President for Development and Alumni Affairs is
responsible for planning, organizing, and implementing the
development and alumni program for the University of Florida and
serves as the Executive Vice President of the University of Florida
Foundation, Inc. And Executive Director of the national Alumni
Association. One of seven vice presidents who report to the
President of the University, the Vice President for Development and
Alumni Affairs supervises development officers serving 21
University units, and the 135 staff members of the Foundation.
Candidates must have the minimum of a bachelor's degree
(advanced degree preferred), possess excellent writing and oral
communication skills and be able to develop strong interpersonal
relations with college deans, alumni and alumni groups, community
and business leaders, faculty, and other friends of the University. A
proven record of major gift fund raising--particularly in a campaign
environment--is essential. The Foundation's assets of $368 million
also require a leader with strong personal and financial
management skills and experience. Leadership and organizational
skills coupled with enthusiasm, energy and integrity are additional
qualities required of candidate. Extensive travel is necessary given
the breadth of the program and supporters f the University.

A letter of application, current resume and list of four individuals
who may be contacted for references should be sent before
September 15 to:
Dr. Karen A. Holbrook, Chair
Vice President for Development and
Alumni Affairs Search Committee
University of Florida
PO Box 115500
Gainesville, FL 32611-5500

The University of Florida is a member of the State University System of Florida and is an
equal opportunity, affirmative action employer. Women and minorities are encouraged to
apply. The "government in the sunshine" laws of Florida require that all documents
relating to the search process, including letters of application/nomination and reference,
be available for public inspection.






SECTION 3


STATE UNIVERSITY SYSTEM'S CLASSIFICATION PLAN
AND
PROFESSIONAL PAY PLANS AND PAYROLL PROCEDURES

(6C-5.105, 6C-5.111, 6C-5.311, 6C-5.313, 6C1.009, 6C1-7.003, 6C1-7.003, C1-7.004, 6C1-
7.010, Article IV, Article 8, Article 23)

A. Classification Plan The Board of Regents maintains a System-wide General
Faculty and Administrative and Professional Classification plan for professional employees
of the State University System (SUS). The SUS Classification Plan includes: all authorized
class titles and codes; the class specifications; employment and professional status modifiers;
and instructions for implementing and maintaining the Classification Plan.

This section covers faculty classifications. It does not address the classifications
for Administrative and Professional Staff or University Support Personnel
Services personnel. Student employee classifications may be covered by any of
these three, although the student in academic appointments are covered in the
faculty classification plan. Refer to the listing and brief description of faculty
titles and modifiers used at the University of Florida at the end of this Section.

NOTE: In order for a position to be classified as faculty the function of the
position must include teaching and/or research and/or academic service. This
should be specified in the vacancy announcement.

1. Titles and Modifiers -

According to the University Constitution, the members of a department shall
be all those faculty members who hold the rank of instructor or above in the
departmental budget and other persons who teach or conduct research in the
department and are accepted by departmental vote.

a. General Faculty Titles, Modifiers and Administrative Titles-

1) The ranked faculty positions (tenure eligible) of the
University of Florida consists of personnel holding the academic rank
of Instructor, Assistant Professor, Associate Professor, Professor or
above, i.e. Graduate Research Professor, Distinguished Professors,
and Eminent Scholar.

Equivalent faculty positions include: the Scientists, Extension
Scientists, Scholars, and the Engineers series; Curator ranks (tenure
eligible positions); and Librarian ranks (tenure eligible positions).
Also used are the Lecturers; University Laboratory School faculty
(permanent status eligible positions); Extension Agents (permanent
status eligible positions); and Assistant-In and Associate-In titles.

2) The modifiers (non-tenure or permanent status eligible)
currently used in the appointment process at the University of
Florida include: acting (an administrative modifier), adjunct


Office of Academic Affairs AIP 3 1
1995







(OPS/temporary), affiliate (occasional participation), joint (regular
participation), clinical (patient care), research (soft money), emeritus
(retiree, status depending on tenure or permanent status upon
retirement), provisional (non-qualified and temporary), visiting
(temporary), and courtesy (non-compensated). Appointments which
include the status modifiers, other than the "acting" the modifier, are
not eligible for tenure or permanent status.

3) Academic Administrative titles (non-tenure accruing
positions) used at the University include the following: President,
Provost, Vice Provost, Vice President Series, Dean and Director
Series, Chairperson Series, the Program Director Series, School
Director, and the Academic Administrator title. In addition to these
titles, the Health Center uses the "Chief' and "Head" titles, and the
Institute of Food and Agricultural Sciences uses the following titles:
District Extension Director, Center Director, County Extension
Director and Chief of Party.

2. Appointment Period and Salary Rate-

a. Faculty members who are appointed in academic-administrative
classifications or administrative positions serve at the pleasure of the
appointing administrator and may be removed or assigned to other
institutional duties at any time during the term of the appointment. The
salary rate and appointment period may be adjusted to reflect the new
responsibilities.
1) Administrative appointments automatically expire at the end
of the contractual year and are subject to annual renewal in
accordance with 6C1-7.004(3) F.A.C. Notice of non-renewal is not
required. At the conclusion of the appointment (unless there has
been a change of assignment during the term of the appointment
period), a faculty member shall be entitled to reassignment to the
same or similar faculty rank held at the time of the administrative
appointment.
2) The reappointment from an administrative to a faculty
position would be for the appropriate appointment period (9, 10, or
12 months) and would exclude any administrative salary
supplement. In determining the appropriate re-entry salary rate,
such factors as the assignment of responsibilities, the experience
gained while serving in an administrative position, the national or
international reputation achieved, the contributions and services
rendered to the University and the State, and current salary
conditions in the faculty member's discipline shall be considered by
the President or the designee.
3) When the classification of a faculty member serving in an
administrative position, including one in academic administration of
Dean or higher, is changed, the salary rate and appointment may be
adjusted to reflect the new responsibilities as noted directly below.

4.) Note: The New Contractual Language for in unit
faculty requires that when the classification of an in-unit faculty
member is changed, 30 days advance written notification is
required prior to the reclassification.

Office of Academic Affairs 3 2
1995







The rationale for an administrative supplement must be consistent with the
duties and responsibilities of the position and should be consistent with the
supplement of others in similar positions in the department or unit. The
description of the supplement in a letter of offer should be specified as a set
figure as opposed to a percentage i.e., your administrative supplement will be
$5,000. The supplement will be relinquished if and when the individual no
longer has administrative responsibilities.

b. "Golden Parachute" for Administrators Transitions from an
Administrative Appointment (of Dean or Director or above) to a
Faculty Appointment-
1) In the case of a dean or director or above, if the adjusted
salary is greater than 90 percent of the range of salaries for faculty
members in the same rank in the college or school to which the
employee is appointed, the new salary rate must be approved by the
Board, upon the recommendation of the Chancellor. The President
shall submit a written request for approval to the Chancellor,
providing reasons for the proposed salary, including the employee's
experience, qualifications, academic discipline, and other relevant
factors.
2) A faculty member in the position of dean or above whose
classification and responsibilities are changed, as described above,
shall be eligible to apply for professional development leave of up to
six months following such reclassification. (Refer to Section 14 of the
AIP.)

c. Use of Faculty Appointment Status Modifiers-

Modifiers may be used with faculty titles to define certain conditions of the
faculty appointment. The modifiers currently used in the appointment
process at the University of Florida include: acting (an administrative
modifier), adjunct (OPS/temporary), affiliate (occasional
participation), joint (regular participation), clinical (patient care),
research (soft money), emeritus (retiree), provisional (non-qualified
and temporary), visiting (temporary), and courtesy (non-
compensated). Appointments which include the status modifiers, other
than the "acting" and emeritus modifier, are not eligible for tenure or
permanent status.

1) Faculty whose titles include appointment status modifiers
are to be considered members of the department for the term of the
appointment and for the purpose of the assignment of duties and
responsibilities. These appointments, with the exception of the
"emeritus" status, should normally be reviewed by departments
annually. Such appointments may be subject to change,
reassignment, renewal, or non-renewal in accordance with
University procedures. Further, the appointees (like other non-
ranked faculty) may attend departmental meetings and
speak and/or vote on departmental matters, subject to the
vote of the faculty and policy of the department.




Office of Academic Affairs AIP 3 .
1995







It is suggested that the departmental policy regarding the participation of non-
ranked faculty (i.e., non-tenure earning faculty), in department business be in
wrating~ and that the appointee be informed of these prAivlges r ofa i


2) The following modifiers are to be used for non-salaried
appointments:
a) Courtesy This modifier should be used for those
individuals not currently employed by the University in the
faculty pay plan.
b) Courtesy Clinical This modifier should be used to
designate non-salaried individuals who are primarily
involved in patient care or clinical activities.


The appointee to a courtesy position should hold the credentials suitable for the
rank, even though the appointment is not compensated.
c) Affiliate This modifier should be used to denote the
responsibilities of a current faculty member's participation in
some functions) of another department on an infrequent or
occasional basis.
d) Joint This modifier should be used to denote the
responsibilities of current faculty member who is performing
responsibilities in teaching or graduate supervision or other
duties in another department on a regular basis.
e) Emeritus This modifier is used for colleagues to
recognize retiring colleagues for their service and
contributions to the academic department or unit.
Immediately upon retiring, faculty may be considered
for the title Emeritus by a vote of the departmental
faculty in which the retiree held rank. After the
departmental vote candidates will be nominated by the Chair
and must be approved by the Dean, or in the case of IFAS
and the HSC, the Vice President, before the department
submits an appointment Form (250) to the Academic
Personnel Office (29 Tigert, Box 113175) for final action.
Upon the approval of the Provost/ice President for
Academic Affairs, faculty members retiring from the
administrative duties of Dean or Director may be granted the
use of the Emeritus title, with the administrative
classification. Refer also to Section 23.

3. Time Limits of Appointments The time limits described apply to the
following titles:

a. Instructor Faculty who hold the rank of Instructor must, no later
than the close of the fourth year of continuous employment or the equivalent
in part-time continuous employment, be recommended for promotion or be
given the required one-year notice of non-reappointment. The time counted
for tenure eligibility must be continuous and subject to the provision that the
President or the designee (the OAA) at the time of promotion (which is delegated
to a dean or director), may approve the recognition of not more than two years of
full-time service. If recommended for promotion, the faculty member should
have the degree required of the new rank or have equivalent experience which
could be used to seek a degree waiver from the OAA.

S. AIP3 -4
Office of Academic Aftairs
1995


I






b. Provisional Appointee This title applies to the appointment of a
person who is not fully qualified for an academic rank but who expects to
acquire such qualification in a short period of time. The appointment may
be extended beyond one year subject to the following limitations:
1) Provisional Assistant in or Associate in or Instructor
or equivalent: three (3) years.
2) Provisional Assistant Professor or equivalent: two (2)
years.

Note: It is important to indicate that in the case of a. and b. above the authority
to promote from instructor level, or to drop the Provisional modifier, is
delegated to a dean or director. Promotions become effective at the normal
time. Refer to Section 9.

c. Visiting Appointee This title applies to appointments extended to
qualified persons on salaried funds who are available for limited periods of
time, or to appointments to positions which are available for limited periods
of time. Although the title may not be held for more than five (5) years,
time spent in the appointment in excess of three years must have
the written approval of the Office of Academic Affairs before the
reappointment for the third or additional years is made.

Reminder: 'Visitors" may not use nor be paid for annual leave until they have
been in a twelve (12) month appointment for one calendar year. The Visiting
modifier may also be used for faculty hired on OPS for longer than six (6)
months of full-time service or its equivalent in part-time service.

Note: Foreign nationals who have been offered tenure accruing positions, but
who do not yet have permanent residency do not have to use the Visiting
modifier as part of the title; until permanent residency is granted. The
appointee should be advised in the letter of offer, and subsequent letters, that a
tenured appointment is subject to the faculty member receiving permanent
residency. If the appointment is to a position that is not to be a temporary one
the visiting modifier is not necessary.

d. Adjunct Appointee This title applies to persons who are hired
for a brief period of time on OPS, not to exceed six (6) months of full-
time service or its equivalent in part-time service.

e. Other Personal Services (OPS) Anpointee Faculty may not be
appointed on OPS for more than one year at full-time or its equivalent on
a part-time basis without the approval of the Office of Academic Affairs.
(Refer to c. and d. above.)

f. Visa Status Appointees Requirements for Appointment of
Foreign Nationals When an applicant pool reveals the likelihood that an
employment offer will be made to a foreign national, the department should
initiate a consultation process with the Office of International Studies and
Programs to determine the visa considerations described below. The
University will assist the hiring department in obtaining the appropriate
immigrant or non-immigrant classification to provide the individual with the
employment authorization necessary to work in the U.S.

Office of Academic Affairs AIP 3 5
1995





Faculty who are offered tenured or tenure-accruing positions are eligible for
immigrant status (permanent residence in the U.S.) Non-tenure eligible faculty
may be eligible for immigrant status under certain conditions. Since the
number of immigrant visas is limited by law and the process is unpredictable or
lengthy, foreign nationals for whom the university will later seek permanent
residency are normally brought in initially in H-1B non-immigrant status. The
University does not seek immigrant status (permanent residency) for post-
doctoral associates. Post-doctoral associates, "visiting" faculty, and non-tenure
eligible faculty will in most instances require one of the following non-
immigrant classifications in order to have authorization to work:
1) F-1 Student with practical training or J-1 Student, with
academic training Upon graduation from a U.S. institution, an F-1 or
J-1 student may accept a temporary post-doctoral or faculty
appointment while in an approved period of practical training.
2) J-1 Exchange Visitor Program (for Visiting Scholars) -
Visiting Scholars are permitted to maintain J-1 status for up to
three (3) consecutive years, including time spent in any other
exchange visitor program at any other institution in the United States
as long as the original program objective is continued (as stated on the
original IAP-66 in #4.). The intent of the appointment/affiliation with
the University must be temporary, and the visitor is generally expected
to return to his/her home country upon completion of his/her
educational objective. The J-1 status is not used for tenure-track
positions, or for a visitor whose long-term aspiration is to obtain
permanent resident status.

STATEMENT CONCERNING THE UNIVERSITY'S POLICY REGARDING NON-
SPONSORSHIP OF POST-DOCTORAL ASSOCIATES FOR PERMANENT
RESIDENT STATUS (GREEN CARD)

The policy at UF has been for some time that the University does not "sponsor"
post-does for permanent resident status. The rationale for this policy is that UF
considers the post-doctoral position to be temporary in nature and, therefore,
does not meet the standard imposed by immigration regulations which requires
that the employment offer upon which employment-based immigration is
founded be permanent. "Permanent" has been defined as a term of indefinite or
unlimited duration in which there is an expectation of continued employment,
unless there is good cause for termination. The so-called "green card" confers
upon the holder the right to live and work in the U.S. without time limitations.
The University believes it should sponsor individuals for "green cards" who are
expected to have a long-term employer/employee relationship with the
University. It believes it inappropriate to provide assistance to individuals who
have not been offered positions which imply a greater degree of permanence
than does the position of postdoctoral associate.

The policies of other universities across the country are inconsistent in this
regard. Some "sponsor" post-docs for immigration, others do not. It has been
observed that the smaller, developing institutions do, while the larger, more
developed institutions tend not to use this recruitment tooL

It should be mentioned that other avenues exist for individuals with
extraordinary or exceptional abilities and qualifications to achieve permanent
residence in the U.S. without the need of s onsorshi b an em lover.
Office of Academic Affairs AIP 3 6
Office of Academic Affairs
1995





3) H-1B Non-Immigrant in a Specialty Occupation (for
Visiting Faculty) May be obtained initially for two years;
thereafter, extensions may be obtained for two years at a time for a
total of six (6) years, the maximum period one can be in the U.S. in
H-1B status. When the maximum number of years is reached the
foreign national must reside outside the U.S. for the immediate prior
year before returning in H-1B status.
4) Permanent Resident Status (for Permanent Faculty) -
When hiring a foreign national for a permanent faculty position, the
Department should contact the Office of International Studies and
Programs at the earliest possible time to review the immigration
requirements. If the Department learns that a delay in obtaining the
permanent resident status will be longer than anticipated, it may
offer a temporary position, such as visiting assistant professor, and
seek H-1B status for the individual initially.

g. Other Visa Status Requirements:
1) B-1 Visitor for Business The B-1 visa status is for
individuals who will be engaged in activities of a "commercial or
professional character....but having no contract or other prearranged
employment." B-1 visitors cannot legally accept full-time, part-time or
temporary teaching or research positions, or other employment for
which they are paid by a U.S. institution. It is, however legal for an
educational institution to pay a subsistence allowance to a B-1 visitor
who performs temporary service or reimburse expenses. Accordingly,
we can pay either a per diem or reimburse actual expenses, or pay an
honorarium that does not exceed travel and living costs.
2) B-2 Visitor for Pleasure An individual entering the U.S.
on a B-2 tourist visa is expressly prohibited from entering into any
gainful employment or from receiving any type of compensation for
any kind of service rendered. The B-2 visa holder is limited to
activities of a "recreational character." Neither the University nor
the UF Foundation may pay any compensation (including
reimbursement for expenses or honoraria) to an individual who
enters the U.S. on a B-2 visa.

4. Duration of Time of an Appointment Appointments are classified with
respect to time as follows:

a. Continuing those appointments for periods of no more than a
twelve- (12) month period (July 1 June 30) but at least thirty-nine (39)
weeks beginning with the Fall or Summer term.

b. Temporary those appointments for a period of less than thirty-
nine (39) weeks of an academic year, or for a specific or limited period of
time. If an appointment is temporary, the contract or letter of appointment
should state this. Then the notice of non-renewal of such an appointment is
not required.

c. Changing from a Calendar Year to an Academic Year
Appointment- Upon approval by the President or representative of a
change from a calendar year to an academic year appointment, if the
assigned responsibilities remain substantially the same, the employee's

Office of Academic Affairs AP 3 7
1995







salary shall be adjusted to 81.8 percent of the calendar year based salary or,
for an employee whose appointment was previously changed from academic
year to calendar year at a salary adjustment other than 122.2 percent, to the
percent which is the reciprocal of the percent previously used. A different
salary adjustment percent may be used upon the agreement of the
employee and the President or designee.

5. Degree of Effort of an Appointment Appointments are classified with
respect to the degree of effort as follows:

a. Full-time the utilization of effort considered to be the normal or
standard amount required during a given time period, equivalent to 100%
or 1.00 FTE.

b. Part-time the utilization of effort considered less than customary
or standard during a given time period, equivalent to less than 100% or
less than 1.00 FTE or, appointments for less than thirty-nine (39) weeks.
These include either working less than 100% of the time through an
academic or calendar year, or working full-time for less than the full number
of terms in the academic year.

B. Pay Plans and Payroll Procedures Employees of the SUS are paid in
accordance with the Board of Regents Rule 6C-5.111 F.A.C., the provisions of the
Appropriations Act and the instructions from the Chancellor.

Salaries are public access records. Refer to Sections 8 and 9 of the AIP.

1. Salary Decisions and Payroll Dates The decision for the salary increase
normally rests with the administration of the academic unit. The decision regarding
salary increases must take into consideration the increases designated by the annual
Chancellor's Memorandum which authorizes the salary increases. The increases
designated in the Chancellor's Memorandum may include salary equity study
discrimination adjustments, across-the-board, promotion, salary compression and
inversion, and other increases. The "other" category of salary increases could include,
but not limited to, increases for meritorious performance, market inequity,
counteroffers, increased or different duties and responsibilities, compression/inversion
increases, etc.

a. Salary increases and the allocation of the increases may originate
from collective bargaining or Appropriations language. These are generally
conveyed by means of a Chancellor's Memorandum.

b. Payments are at regular intervals in accordance with the payroll
schedule established by the State Comptroller.

c. Employees normally receive no more than one salary increase per
twelve- month period; however, salary increases may also be given in the
event of reassignment to an administrative position of greater responsibility,
i.e. the appointment to an administrative title and responsibilities.

d. It has been the policy of the BOR for many years to administer
annual salary increases without regard to funding source or budget entity; to

AI 3-8
Office of Academic Affairs
1995







do otherwise would create significant inequities among employees and be
inconsistent with the responsibility to provide system wide salary increases.

e. Effective the beginning of the Fall 1995 semester, appointments
which do not exceed 1.0 FTE are to be paid from Salary, not OPS. Those
which exceed 1.0 FTE are to be paid from OPS, not Salary.

2. Effective Date of Salary Increases The effective date of the annual
salary increase for academic employees shall be determined by the Chancellor
Memorandum.

The salary increase distribution for faculty in the bargaining unit is
subject to negotiations by the faculty union.

3. Promotional Increases Before allocating promotion awards, an
administrator should consider recommendations which may have been made
through the collegial system of shared governance.

4. Raises for Internal Candidates for University Positions Raises are
not granted to current University employees who are internal candidates who apply
and are appointed to University positions unless the faculty member was appointed
as a result of a national search or the appointment is an appointment to an
administrative classification with a specific administrative supplement identified.






























Office of Academic Affairs AIP 3 9
1995








Listing and Description of Academic Titles
Used at the University of Florida

A. Academic Titles

All faculty appointments must meet the minimum qualifications for appointments to
the rank proposed or a degree waiver requested and approved before the offer is
made. Below are definitions of titles classified in the Florida Administrative Code -
Chapter 6C1-7.003. (Refer to Chapter 6C1-7.003 for more complete definitions.)

Appointment to faculty positions require assignment to teaching or research or
service or other related activities in an academic unit.

Tenure Accruing Positions (Number 1 10)

1. Eminent Scholar The appointee shall hold the qualifications of the rank
of "Professor." This title recognizes outstanding accomplishments and recognition as
a foremost scholar in ones field and a national and international reputation. The
title is to be conferred, as the word indicates, for meritorious service. It shall entail
continued campus courtesies, under the same conditions as for active faculty and
administrators.

2. Graduate Research Professor The appointee shall hold the qualifications
of the rank of "Professor". This title recognizes outstanding accomplishments and an
international reputation in teaching and research. The award of this title must be
approved by the college dean, Graduate School Dean, and Vice President for
Academic Affairs. IFAS and the Health Center faculty must have the approval of the
respective vice president for the award of the title. The salary should be higher than
that of regular professional titles.

3. Distinguished Service Professor The appointee shall hold the
qualifications of the rank of "Professor". This title recognizes outstanding
accomplishment in teaching, extension or service while at the University.
Candidates will be nominated by their department chairperson, and must have the
approval of the college dean. IFAS and the Health Center faculty must have the
approval of the respective Vice President. Nominations are considered by the
University's Academic Personnel Board and approved by the President. The salary
should be higher than that of regular professional ranks.

4. Distinguished Research Curator The appointee shall hold the
qualifications of the rank of "Professor". This title recognizes outstanding
accomplishments in research, service and, where applicable, teaching in either the
Museum of Natural History or the University Libraries. Candidates will be
nominated by the department chairperson, and must have the approval of the
Director of the Museum of Natural History or the Director of the University
Libraries, the Vice President for Academic Affairs and the President of the
University. Nominations are considered by the University's Academic Personnel
Board and approved by the President. The salary should be higher than that of
regular professional ranks.



O AAIP 3 10
Office of Academic Affairs
1995






5. Professor The candidate shall hold the highest degree appropriate to
his/her field or have professional qualifications in his/her field. The appointee
engages in teaching, research, and/or service and other related activities.

6. Associate Professor The candidate shall hold the highest degree
appropriate to his/her field or have professional qualifications in his/her field. The
appointee engages in teaching, research, and/or service and other related activities.

7. Assistant Professor The candidate shall hold the highest degree
appropriate to his/her field or have qualifications based in professional experience.
The appointee engages in teaching, research, and/or service and other related
activities.

8. Curator The candidate shall hold the qualifications equivalent to those
held by the rank of "Professor". Ranks include Curator, Associate Curator and
Assistant Curator.

9. Instructor The candidate shall have the Master's degree in the
appropriate field or equivalent qualifications based on professional experience which
is pertinent to the position and assigned duties. This title is a non-tenure accruing
title. Up to 2 years of service while in this position may count as tenure-earning
service with the approval of Academic Affairs, if the individual is hired/promoted to
a tenure-accruing title. Individuals with this title must, no later than the close of
their fourth year of employment, be promoted or given notice of non-renewal.

10. Librarian Candidates for these positions shall hold at least a Masters
Degree in library science with a record of service including publication, professional
association activity, research or other major contributions to the field.

Permanent Status Accruing Positions (11 & 12)

11. University Laboratory School Personnel An appointee to the position
of University Laboratory School Instructor, Assistant Professor, Associate Professor,
and Professor, shall hold the qualifications appropriate to the rank, and hold a valid
teacher certificate. Permanent status accruing faculty at the Laboratory School
shall have a Master's degree and normally shall have had at least three years
experience or relevant experience pertinent to the assigned position.

12. County Extension Agents I, II, III, IV Series These titles are used by
IFAS. Candidates shall normally hold the Master's degree and/or have other
qualifying experience or accomplishments. These titles are permanent-status
accruing

Non-Tenure Accruing Positions (Numbers 13 20)

13. Lecturer The candidate shall have received the academic degree
appropriate to the assigned duties, which is normally at least the Master's degree.
This is a tenure-ineligible, non-time limited title.

14. Associate In The candidate shall have the Master's degree in the
appropriate area of specialization plus three years related professional experience or
a bachelor's degree in the appropriate area of specialization and five years related
professional experience. Ordinarily, an appointment at the "Associate In" level shall

Office of Academic Affairs AIP 3 11
1995






constitute a promotion from the "Assistant In" level. This is a non-tenure accruing,
non-time limited title. Please refer to the description of Post-Doc title below, if
positions to be filled by a Post-Doc.

15. Assistant In The candidate shall have the Master's degree in an
appropriate area of specialization or a bachelor's degree in an appropriate area of
specialization and three years related professional experience. This is a non-tenure
accruing, non-time limited title. Please refer to the description of Post-Doc title
below, if position is to be filled by a Post-Doc.

16. Scientist/Scholar Series These positions are non-tenured, equivalent
ranked titles given to qualified persons. Ranks include Scientist, Associate Scientist,
Assistant Scientist, Scholar, Associate Scholar, and Assistant Scholar. These are
non-tenure accruing, non-time limited titles. The candidate shall hold the highest
degree appropriate in his/her field.

17. Engineer Series These titles are used by the College of Engineering.
Ranks include Engineer, Associate Engineer and Assistant Engineer. The appointee
shall hold the doctoral degree or the highest degree appropriate in his/her field.
These titles are non-tenure accruing, non-time limited titles.

18. Extension Scientist Series These titles are used by IFAS. Ranks include
Extension Scientist, Associate Extension Scientist and Assistant Extension Scientist.
These titles are non-tenure accruing, non-time limited titles. The candidate shall
hold the highest degree appropriate in his/her field.

19. Post-doctoral Fellows (OPS Title) The candidate shall have the doctorate
degree in the field appropriate to the position offered. The appointment is for the
individual's education in research and teaching and is generally limited to two or
three years. Appointees to this position shall have no continuing contractual
relationship with the University.

20. Post-doctoral Associate (OPS Title) The appointee shall have received the
doctorate degree in a field appropriate to the assigned duties and responsibilities.
Appointees to this position shall have no continuing contractual relationship with the
University.

NOTE: For Post-Doctoral Associates, Residents and Trainees, including those
post-docs in post-doctoral programs, the faculty titles visiting Assistant and
Associate-In may be used for post-docs for a period of three years using salaried
positions, not OPS, and without a search. Appointment beyond this time may be
extended for two more years, for a maximum of five years with the written
approval of the Assistant Vice President for Affirmative Action. Refer to Section
2.B.3.e.

B. Faculty Appointment Status Modifiers

Below is a list of frequently used modifiers for faculty titles. (Refer to the Florida
Administrative Code, Chapter 6C1-7.003 for more detailed definition.) These are non-tenure
or non-permanent status accruing positions if the modifier is in the title.

1. Provisional This modifier is used when a person does not have the
qualifications for an academic position but is expected to acquire the qualifications in

Office ofAcademic Affairs ATP 3 12
1995






a short period of time. The appointment is generally no longer than one year, does
not carry eligibility for tenure/permanent status during the duration of the
appointment and has no continuing contractual relationship with the University.
The time limits for persons holding the Provisional modifier are: Provisional
Instructor or equivalent: 3 years; Provisional Assistant Professor or equivalent: 2
years. The decision to count all, part or none of the time spent in the Provisional
status as tenure earning/permanent status earning service is to be made at the time
of the appointment to a tenure-accruing/permanent status accruing title and requires
the approval of the Office of Academic Affairs.

2. Visiting This modifier is used for qualified persons who are available for
limited periods of time and is non-tenure accruing. The modifier has a time limit of
three years, which may be extended for an additional two years upon approval by the
Office of Academic Affairs. Time accrued in a Visiting position may count toward
tenure eligibility if the faculty member moves to a tenure accruing position. The
agreement to count all, part or none of the time spent in the Visiting status as tenure
earning service is to be made at the time of the appointment to a tenure accruing
title.

NOTE: Foreign nationals who have been offered tenure accruing positions, but who
do not yet have permanent residency may have the Visiting modifier as part of their
title until permanent residency is granted if the position is temporary. However, if
the appointment is to a position that is not intended to be a temporary position the
visiting modifier is not necessary.

3. Clinical This modifier is used for persons who perform teaching, research,
or service functions in a hospital, clinic or other clinical setting. These titles are
non-tenure accruing, non-time limited, but time spent in these appointments may be
requested of Academic Affairs to count as tenure eligible service.

4. Emeritus This modifier may be used to honor retirees who have
demonstrated meritorious service to the department. An employee shall become
eligible for the "Emeritus" modifier when s/he retires. The title is to be conferred for
meritorious service. The names of all eligible nominees shall be submitted by the
chairperson to the faculty for a departmental vote. Once a vote has been taken, the
appropriate paperwork should be submitted to the Office of Academic Affairs for final
processing.

5. Research This modifier is used when a person holding a professional rank
is primarily engaged in research. The modifier is to be used for non-tenure accruing
positions on contract and grant funding only and is not time limited. If a person is
later appointed to a tenure-earning faculty position, the appointment time may be
counted as tenure eligible service upon approval by Academic Affairs.

6. Visiting (OPS) This modifier is used to designate faculty who will be
employed on a temporary basis no more than three (3) years, although the
appointment may be extended up to five (5) years. Visiting OPS Faculty in the E&G
unit, minus the College of Law, are in the Collective Bargaining unit and must be
treated accordingly.

7. Adjunct (OPS) The time limit for use of the Adjunct modifier is 6 months
at 1.00 FTE or its equivalent in part time service.


Office of Academic Affairs AIP 3 13
1995






8. Courtesy This modifier is used for non-salaried appointments for those
individuals not currently employed by the University in the faculty pay-plan.

9. Affiliate This modifier is used for employed faculty participating in some
functions of another department on an infrequent or occasional basis.

10.. Joint This modifier is used for employed faculty performing
responsibilities in teaching or graduate supervision in another department on a
regular basis.

11. Courtesy Clinical This modifier is used to designate non-salaried faculty
who are primarily involved in patient care or clinical activities.











































Office of Academic Affairs AIP 3 14
1995





Appointment Information


Salaried Position Costs

1. Must be an advertised vacancy if more than .49 FTE.
If not advertised, the appointment may be no longer than
6 months.


2. Earns Leave bi-weekly at 1.0 FTE: Annual
Sick


6.769
4.00


Other Personal Services Cost

1. Must be an advertised vacancy if more than .49 FTE. If
not advertised, the appointed may be no longer than 6
months.

2. Earns no leave.


If less than 1.0 FTE, accrual will be to proportional
FTE.


3. Employer's Cost:


- of Required Benefits for Salaried positions:

Retirement FRS/ORP 17.57% (effective 1-1-95)
Social Security FICA 7.65%
Worker's Compensation .55%
Unemployment Compensation .10%
25.87%


3. Employer's Cost of Required Benefits for OPS:

Social Security FICA 7.65%
Worker's Compensation .55%
Unemployment Compensation .10%
8.30%

-Not eligible for State of Florida fringe benefits
-Not eligible for Clinical Fringe Benefits.


- of Optional Benefits for Salaried Positions:

a. Cost for Group Health Plan


Coverage
Individual
Family
Spouse


Monthly
$133.40
$268.14
$180.86


Annually
$1,600.80
$3,217.68
$2,170.32


b. Employer's Cost State of Florida Group Term Life
Insurance approximately .23% of employee's salary.

c. Employees hired by the University may be eligible
for those benefits administered under the auspices of
the Benefits Office in University Personnel.

d. Employees hired by the Health Center may
be, under special conditions, entitled to benefits
offered through the College of Medicine.

4. Retirement Plan

FRS 17.57%
ORP 11.83% Going to Employee's Account and
5.74% for overhead costs.
Employee may match up to 11.83%

5. May or may not be tenure accruing depending on title
used.

6. Payroll deductions available

7. May receive variable compensation.


Office of Academic Affairs
1995


4. Not eligible for retirement plans.






5. Non-tenure accruing.


6. Not eligible for payroll deductions.

7. May not receive variable compensation.


AIP 3 15






SECTION 4


APPOINTMENT PROCESS

(6C-5.105, 6C-5.211, 6C-5.215, 6C-5.225, 6C1-1.009, 6C1-3.048, 6C1-3.049, 6C1-7.004, 6C1-
7.010, 6C1-7.013, 6C1-7.019, Article IV, Articles 8, 9, 12, 20)

In order to be appointed to the faculty the applicant must meet the qualifications
or requirements for employment described in Section 2.

Those administrators responsible for the appointment of a new faculty or
A&P staff member should be aware of the University's procedures for new appointees.

A. Appointment Process

1. The hiring administrator is responsible for sending the information
and required forms to the new appointee. If changes are made to any
employment document, the appointee and administrator should initial the document.

2. A faculty member's appointment is conditional until all of these
documents have been completed. The employing department is also responsible
for preparing all other appointment documents, obtaining necessary administrative
approval, and certifying the salary rate and the number of days for which the
employee is to be paid every other Friday. Permanent identification cards are issued
at the time of employment.

3. The new employee must complete the following employment
information in order to be employed.

Contract (Faculty and A&P)
Payroll forms:
W4 Card/Social Security Card Copy Attached
(if unavailable, employee should obtain a stamped teletype from
Social Security Administration Office)
Form UPS 50
Loyalty Oath
Invention and Copyright Agreement
*Background Questionnaire
Florida Retirement Plan
I-9 Work Authorization (insure compliance with the Immigration and
Reform Act)
Optional Retirement Program (ORP) Enrollment Form and M-10, if
appropriate (employee has 90 days from date of appointment to
change retirement plans)
UB100 Benefits Enrollment Acknowledgment Form (employee should
receive benefits information and sign up for benefits within 31.days
from date of appointment)
Workers Compensation Form

In addition, faculty and A&P employees will receive ID cards and are eligible
to participate in direct deposit of paychecks.

*Background Questionnaire replaces the Controlled Substance Questionnaire
(presently under review)
Office of Academic Affairs AIP 4 1
1995





4. The University Personnel Services should serve as a valuable
resource and informational source for faculty and A&P staff members
regarding employment matters, particularly in securing information on
fringe benefits, such as questions about insurance and retirement. Any
changes in employee status such as, an address or other personal history matter
relating to fringe benefits, should be made with the University Personnel Services.
Information on a change of name of any faculty should be sent to the Academic
Personnel Office.

5. Letters of offer should inform new faculty of the need for quality
scholarly activities in order to earn tenure and promotion. This should then
be followed with assignments which will promote productivity in the areas needed to
earn tenure and promotion, particularly in the case of the assignment of junior
faculty.

6. A faculty or A&P staff member who fails to sign or accept the notice
of appointment and/or employment contract, which constitutes the
University's renewal of appointment, shall be considered to be notifying the
University of the intention to resign from employment and should be
advised in writing of this fact. A note may be placed in the personnel file
explaining the situation. (Refer to 6C-5.305 and 6C1-7.004 F.A.C.)

NOTE: Once a new contract period has started, and the faculty member begins
work and is in pay status the faculty member is considered employed; regardless
of whether a contract has been signed by the University or signed by the
employee.

B. Other Appointment Information

1. Appointment to Faculty Positions Except in the case of tenured or
permanent status faculty members, no appointment shall create any right, interest,
or expectancy in any other appointment beyond its specific terms.

2. Appointment to the Graduate Faculty The criteria and procedures for
appointment to the Graduate Faculty are described in the Graduate Faculty
Handbook. A copy may be requested from the Graduate School.

3. Appointment to Academic Administrative Position A faculty member
appointed to an administrative classification may be reclassified and reassigned to
other faculty or administrative duties at any time during the term of this
appointment/employment contract at the pleasure of the University. Such
appointments are subject to annual renewal and a notice of non-renewal shall not be
required for administrative responsibilities.

4. Approvals of Employment of Relatives and Waiver of Degree
Requirements Approvals for these appointees must be sought through the
appropriate administrative channels in the Office of Academic Affairs or, Office of
University Personnel Services for A&P, prior to the offer of employment. The request
should acknowledge that where relatives are employed, one relative will not make
decisions which may affect the other relative on matters such as promotion and
tenure, salary, evaluation or assignment.

5. Appointment of Relatives The employment of related persons in a single
organizational unit or in job-related organizational units is permitted, provided such

Office of Academic Affairs AIP 4 2
1995





employment does not involve conflict of interest, actual or potential. If the President
has determined that the employment is necessary due to a shortage of qualified
personnel, related persons may be hired even when there is a conflict of interest.

6. Appointment of Individuals Without Appropriate Degrees Individuals
may be hired into faculty positions for which they do not possess the degree required,
as long as they have appropriate experience to substitute for the missing degreess.
Prior to the offer of employment, a letter of request should be sent to the Office of
Academic Affairs indicating the experience to be considered in waiving the degree
requirement. If approved, the approval is to be attached to the initial appointment
form.

7. Appointment for the Supplemental Term The chair (or the person
responsible for making the assignment) shall have the responsibility for making such
supplemental appointments (in accordance with the Article 8.6 of the Collective
Bargaining Agreement for in-unit faculty) for faculty employed on a nine (9) month
or ten (10) month appointment. The summer budgets are not to be used for research,
public service, or other activities not directly related to the teaching efforts, unless
the activity is funded from a contract or grant. Supplemental appointments for
faculty in the bargaining unit must also be made in accordance with the provision of
Article 8.6 of the Collective Bargaining Agreement which states that "Available
supplemental appointments shall be offered equitable and as appropriate to qualified
employees not later than five weeks prior to qualified employees not later than five
weeks prior to the beginning of the appointment. Please refer to Section 7 D.
regarding certification of employability.

The chair should consider the University criteria for the selection of faculty to
be assigned supplemental appointments and the criteria should be posted in each
department or equivalent unit. Please refer to Section 15 of the AIP.

8. Appointment of Post Doctoral Positions Individual hired in these
positions should be appointed for a limited period of time and at a salary that is
consistent with other post-doc appointments in the academic unit or discipline.

C. Employment Eligibility Verification

1. Form I-9 The U.S. Department of Justice/Immigration and Naturalization
Service requires that all employees and employers complete Form 1-9. This form
verifies the individual as a U.S. citizen or a permanent resident of the U.S., or an
alien authorized to work in the United States. The form I-9 must be completed by
both employee and employer prior to employment or no later than the end of the
third day of employment.

2. Drug Conviction Disclosure Appointees must attest to any conviction,
after October 1, 1990, of a felony for the sale of or trafficking in or conspiracy to sell
or traffic in a controlled substance as defined by Chapter 893, F.S. A person who has
been convicted of the sale of or trafficking in or conspiracy to sell or traffic in a
controlled substance, if such offense is a felony, is disqualified from applying for or
accepting employment by any agency of this state, unless certain conditions are met.
Any employee who does not disclose in the application of employment a felony
conviction, including a conviction involving the sale of or trafficking in or conspiracy
to sell or traffic in a controlled substance as described in Chapter 893, F.S., may be
dismissed for cause due to falsification of records.



Office of Academic Affairs AIP 4 3
1995





3. Selective Service Registration Effective October 1988, the Military
Selective Service Act requires that every male citizen of the United States and other
male persons residing in the United States, except any alien lawfully admitted to the
United States as a non-immigrant, between the ages of 18 and 26, be registered with
the Selective Service System. Proof of registration must be demonstrated at the time
of employment and is acceptable in the form of a Selective Service Registration
Acknowledgment letter or card. If the applicant cannot produce a Registration
Acknowledgment letter or Acknowledgment card from the Selective Service System,
tentative proof of registration can be obtained by calling the Selective Service
Registration Information Office, 1-800-621-5388.

4. Degree Confirmation In compliance with the Auditor General's
requirements, the University has agreed that the highest degree earned for each new
faculty member shall be confirmed independently (the employee may not provide the
confirmation) in one of the following ways:

a. Verbal confirmation of the degree by the Graduate School or
the Registrar's office at the degree-granting institution. If this
situation is used the documentation must be noted on the Biographical
Information Sheet (Form 270) and must include the date, time, institution,
office called, and the name and title of the person making the telephone call
and of the person providing the confirmation, the phone number called, and
any other pertinent information.

b. Written confirmation of the degree by an appropriate official
of the Graduate School or the Registrar's office at the degree-granting
institution.

c. An official copy of a transcript from the degree-granting
institution which confirms the degree which has been sent directly
to the employing unit (not to the individual being employed).

Reproduced copies of the diploma and/or transcript provided by the employee
are not acceptable.

PLEASE NOTE: Should unusual circumstances preclude a direct confirmation of
educational credentials such as, a degree from an institution which is no longer
in operation or from a foreign institution, the hiring administrator may obtain
confirmation by direct contact with colleagues, professors or other persons who
would have first hand knowledge of the award of the degree to the applicant. If
there is difficulty in contacting persons with a first hand knowledge of
educational credentials, the administrator should then attempt to obtain
confirmation from individuals who personally knew someone who could attest to
the credentials. These "hearsay" confirmations will only be accepted in the most
extreme instances. Further, in instances where the independent confirmation of
academic credentials might cause the foreign employee to have difficulties with
his/her home government or may cause the recall of the person's work visa the
hiring administrator may request in writing from the Office of Academic Affairs
an approval for departure from normal verification procedures.

D. General Information and Specific Requirements of the Letter of Offer of
Employment (Please refer to sample letters at the end of this section of the AIP.)


Office of Academic Affairs AIP 4 4
1995





1. All Appointees Should Receive a Letter of Offer In order to avoid
misunderstandings, it is suggested that all appointees, including uncompensated
courtesy appointments, O.P.S. adjuncts, postdoctoral level appointees and interns,
residents, fellows and volunteers, receive some type of written correspondence
regarding the appointment, such as a letter of offer of employment and a written
assignment. The letter should explain the duties and responsibilities and what is
expected at the end of the appointment period, particularly if the appointment is for a
specific period of time or for a specific assignment.

e. Prospective Appointees should be informed, using the following
phrase (or something similar), that "This offer of employment is contingent
upon your eligibility to work under the provisions of the Immigration Reform
and Control Act of 1986 and the Controlled Substance Conviction Requirement
of Chapter 893, F.S." The appointee is responsible for providing the necessary
documents to prove identity and employment eligibility to satisfactorily
complete the Form I-9 of the Immigration and Naturalization Service and for
compliance with the conditions required for convicted felony offenders no later
than the third day of employment.

The prospective appointee should be told that s/he may not engage in a
private practice, private consulting, or additional teaching or research
(compensated or uncompensated) which interferes with the full performance of
the employee's professional responsibilities or other institutional obligations,
nor shall s/he engage in any outside activity which may create a conflict of
interest, or which may otherwise interfere with the full performance of the
employee's professional or institutional responsibilities unless reported and
approved by the appropriate administrative office. (Refer to Section 15 of the
A.I.P.)

b. O.P.S. Appointees in addition to the information above in a.,
O.P.S. appointees, including post-doctoral appointees, should be informed in
the "Special Condition" section, that employment will cease on the date
indicated, that no further notice is required, and that they are not eligible for
fringe benefits other than workers' and unemployment compensation and
FICA.

2. Items to be Addressed in Letter of Offer The initial letter of appointment
(or by an addendum to the letter) shall address the items listed in 6C1-3.048 and 6C1-
7.004(2)(d) F.A.C. as follows:

a. Faculty Appointments The initial letter of offer of appointment
for faculty and in-unit A&P staff members should include the elements (for
in-unit 14 elements and for non-unit 13 elements) described in the sample
appointment letter and information on pages 8-12 at the end of this
Section.
1) Date
2) Professional Classification
3) Employment Unit
4) Principal Place of Employment
5) Length of Appointment, Employment Period and Cessation
Statement (if applicable)
6) Special Conditions of Employment
7) Tenure or Permanent Status Eligibility
8) Employment Contract Statement
9) FTE

Office of Academic Affairs AIP 4 5
1995





10) Salary Rate and Administrative Supplement Minimum Salary
11) Outside Activity/Conflict of Interest
12) Duties and Responsibilities
13) Waiver Statement (In-Unit only)
14) Optional Statement on Moving Expenses

b. Administrative and Professional Staff Appointments The
letter of offer of appointment for non-unit A&P (or an addendum to the letter)
shall include the following eight (8) elements, where appropriate:
1) Date
2) Professional Classification System Title and Class Code
3) Employment unit
4) Salary
5) Employment period (beginning and ending date)
6) Special conditions of employment
7) The percent of full-time equivalency
8) General statement of the duties and responsibilities of the
employee as defined by the position description.

It is suggested that a statement should be provided regarding the appointee's
obligation to report outside activity.

c. Volunteer Appointments Volunteers should receive letters of
offers and assignments with regard to the following:
1) A volunteer is any person who, of his or her own free will,
provides services to the University with no monetary or material
compensation, on a continuous, occasional or one-time basis.
2) Each college, school, division and operational unit is
authorized and encouraged to utilize volunteers to assist in carrying
out its programs. Deans, directors and department chairpersons
must coordinate the use of volunteers in their respective units. The
responsibility for the recruitment, screening, training, utilization
and/or supervision of volunteers may be delegated to department
chairpersons and heads of operational units.
3) Each department/operational unit is required to record the
number, location and duties of volunteers, as well as, the total
number of annual hours of volunteer service provided to the
department. Such information must be maintained on file by each
department/operational unit unless determined otherwise by the
appropriate dean or director.
4) Volunteers should be advised that they are entitled to
workers' compensation and state liability protection under the same
conditions as state employees. Volunteers shall be eligible for the
other benefits listed in Sections 110.502 and 110.504 of the Florida
Statutes only as approved by the college, school, division or
operational unit.
5) The department/operational unit shall assign each volunteer
specific tasks or duties and provide appropriate training. The
services expected of each volunteer should be provided to him or her
in writing. Refer to the Volunteer Personnel Information form at the
end of this section.
6) Each volunteer shall be supervised on a day-to-day basis by a
faculty or staff member of the department/operational unit who has
responsibility for the programs for which the volunteer was selected.


Office of Academic Affairs AIP 4 6
1995






7) Volunteer services may cease at any time, at the request of
the volunteer or at the discretion of the University. A notice stating
the effective date of the termination shall be provided to the
volunteer.

Please refer to the sample volunteer letter of offer and volunteer information
sheet at the end of this section. (Pages 14 and 15)



















































Office of Academic Affairs AIP 4 7
1995





SAMPLE COVER LETTER TO OFFER OF EMPLOYMENT


DRAFT


(Date)

Mr. John Smith
1234 NW 29th Avenue
City, State ZIP

Dear Mr. Smith,

I am pleased to extend an invitation to you to join the faculty of the Department of
The appointment will be as a (Title), (class code xxxx) effective (Date).
The salary for this position is $ for the nine-month academic year (or twelve
month calendar year).

Attached you will find information regarding the details of your appointment. If you have
any questions regarding the items listed, please do not hesitate to contact me.

It is my understanding from our earlier discussion that you are seriously interested in this
offer. I would appreciate your signed response as soon as possible but no later than
For your convenience, I have enclosed two copies of the addendum. Please sign
and return one of them.

(Moving expense information, if applicable, should be stated here or in the addendum.)

All of our faculty join me in hoping you will decide to become a member of our faculty. I
know you will find the opportunities for professional development are limited only by your
interest and ability.


Very truly yours,



John Doe
Chair
Attachment (Please refer to the description
of the items that must be included in the
addendum in the letter that follows.)

cc: Vice President
Dean
Personnel File

Note: A copy of this letter this should be placed in the personnel file if the
individual accepts employment.







Office of Academic Affairs AIP 4 8
1995





The following is a Sample of an Addendum to the Letter of Offer of Employment with
appropriate information



SAMPLE OF THE ADDENDUM INFORMATION NEEDED IN
THE LETTER OF OFFER OF EMPLOYMENT


DATE:

Professional Classification and appointment states modifier, if appropriate.
CLASS CODE: XXXX
LEGISLATIVE POSITION NO. XXXXXX

EMPLOYMENT UNIT: Department of
College of
If the employee is to be considered for tenure (or tenure held) and promotion in
another department, this area should include that information.

PRINCIPAL PLACE OF EMPLOYMENT; if appropriate:

LENGTH OF APPOINTMENT or EMPLOYMENT PERIOD (beginning and ending
dates):

List the effective dates of the initial appointment. The ending date is normally June
30 for 12 month faculty and the ending date of the academic year for 9 or 10 month faculty
unless the faculty member is being appointed for specific dates.

If employment is expected to be continued beyond the initial employment, the
prospective employee should be informed that appointment renewal as well as personnel
decisions may be contingent upon the performance of assigned duties and responsibilities, -
financial considerations, the needs of the department/unit and as well as other factors.

If the appointment is for a specific period of time and is not expected to be continued,
the faculty member must be informed, "Your employment under this contract will cease on
the date indicated. No further notice of cessation of employment is required." This
statement does not apply to faculty in tenure or permanent status accruing positions or to
persons appointed on soft money who have more than four years of continuous service. If
this condition of employment is not stated in the letter of appointment or reappointment the
appropriate non-renewal time limits shall apply.

Note: Letters of reappointment should also include the appropriate statement
regarding the cessation or continuation of employment. If this condition of
employment is not stated in the letter, the nonrenewal time limits described in
Section 11 shall apply.

Statements regarding I-9's and the appointment of administrators as described early
in Section 4 should be included under this section.






Office of Academic Affairs AIP 4 9
1995






Sample of Addendum to letter of offer continued:


NOTE REGARDING VISITORS WHO ARE HERE WITH A LIMITED VISA
STATUS The following should be included in the appointment letters in the
appropriate sections.

Either academic year or fiscal year: AY August May- or July 1 June
30 for twelve months appointments.
It should be noted that the normal employment time for those employees
holding the visiting status is normally three years based upon an annual nine-
month appointment at 1.00% FTE unless an additional two years is requested. (5
years is the maximum employment time.)
Annual leave, if earned, shall not be taken until after twelve months of
employment.
The University will petition for an H-IB visa on your behalf.
Employment is contingent upon approval of the visa application and in
condition of those factors stated above e.g. performance, financial
considerations, needs of the department and other factors. Your employment
contract will cease on the date indicated. No further notice is required.

SPECIAL CONDITIONS: This area should be used to explain any special conditions or
requirements of employment as relevant to the prospective employee's assignment (i.e.,
travel, off-campus location, Dean's agreement, practice privileges, non-compete clause, etc.)
as well as, time limits imposed with the title of Instructor (4 years) and the modifiers
Provisional (2 years) and Visiting (3 years), if applicable.

Twelve (12) month faculty using the Visiting modifier are to be informed that they
may not use nor be paid for annual leave until, and if, they enter their second calendar year
of employment.

OPS appointees should be informed that such positions are for a limited period of
time, have no contractual rights to continuing employment, and are not eligible for fringe
benefits other than workers' and unemployment compensation and FICA.

Special language for Letters of Offer to international faculty may be necessary and is
obtained from the office of International Studies and Programs.

TENURE OR PERMANENT STATUS ELIGIBILITY: The faculty member's tenure
status or permanent status shall be stated in the letter of appointment and if the status
should change after the initial appointment, this change shall be conveyed in writing to the
faculty member. This approved time credited toward tenure or permanent status will not
change after the date of the written approval by the Office of Academic Affairs unless
rescinded or reduced by the appropriate procedure.

It is important to remind prospective faculty that the University does not
normally recommend recognition of prior tenure accrued service because under
the University Rules an individual may be considered for early review of tenure,
as appropriate.

It is suggested this section should include a statement that the position is (1) tenured
or permanent status, (2) tenure or permanent status earning, with x years of prior service
granted (attach copy of approval letter from the Office of Academic Affairs), or (3) non-tenure
earning. Tenure credit should be requested from the Office of Academic Affairs before the
offer letter is sent. If this was not done, and the department is in the process of requesting

Office of Academic Affairs AIP 4 10
1995





Sample addendum to letter of offer continued:


tenure credit, the department should add: "We have requested x years of previous tenure
service from the Office of Academic Affairs." The faculty member should be notified in
writing when approval has been obtained.

The BOR rules state that the University must credit all prior eligible tenure
service in the State University System (SUS) unless written agreement to the
contrary has been reached by the faculty member and the University. Also,
remember to request sick leave and annual leave records if hiring a SUS
employee

Only those faculty members appointed to a Full Professor position or above may be
recommended for tenure as a condition of employment and the letter of appointment should
state that the employee is being recommended for tenure upon employment subject to the
approval of the Board of Regents.

Faculty should be informed that promotion and/or tenure recommendations will be
made by the department chair with approval required from the Dean, the University
Academic Personnel Board, and with final approval required from the President of the
University and the Board of Regents. It should be stated that both tenure and promotion
recommendations require not only a consideration of the faculty members assigned
responsibilities in teaching, research, extension and service, but also a broad scale evaluation
of the faculty members fitness to fulfill effectively the responsibilities of membership in the
University community.

The faculty member should be informed that s/he must be recommended and
approved for tenure in the sixth year of tenure accruing university service, or given a notice
of nonrenewal from that position.

It might be helpful to include a statements) advising the faculty member that the
criteria for tenure and promotion are found in the Faculty handbook. (Refer to 6C1-7.010
and 6C1-7.019, F.A.C.) Copies of the appropriate section of the Florida Administrative Code
and/or applicable college and/or department information may be attached to the letter of
offer. The following is an example:

Your appointment will be in a tenure accruing position. The University's criteria for
tenure (and promotion) requires distinction in two of the three areas of research, teaching.
and service based on the individual's assigned duties and responsibilities, or extension
activities in the case of IFAS. A faculty member's progress for tenure (and promotion) should
be reviewed on an annual basis. Normally, the University does not recommend recognition of
prior tenure accrued service because an individual may be considered for early consideration
for tenure as an outcome of recognizing such distinction. A faculty member must be
recommended and approved for tenure by the end of the sixth year of tenure eligible service or
given a notice on non-renewal. I am also enclosing a copy of the tenure and promotion
guidelines for your review. Upon your arrival you may wish to discuss the tenure and
promotion process in more detail.

Note: Foreign nationals, in temporary visa status, may be appointed to tenure
accruing positions without use of the "visiting" modifier. If the appointment is
to a position that is tenure accruing, the appointee should be advised in the
letter of offer, and in subsequent letters, that obtaining tenure is subject to the
faculty member becoming a permanent residency.


Office of Academic Affairs AIP 4 11
1995





Sample addendum to letter of offer continued:


EMPLOYMENT CONTRACT STATEMENTS:

For non-unit the following statements should be included:

"In the performance of the contract, both parties are subject to the constitution
and laws of the State of Florida, rules and regulations of the Board of Regents, and
the University of Florida."

"A person who has been convicted of the sale or trafficking in or conspiracy to
sell or traffic a controlled substance, if such offensive is a felony, is disqualified
from applying or accepting employment by any agency of the state, unless certain
conditions are met."

For in-unit the following statements should be included:

"In the performance of the contract, both parties are subject to the constitution
and laws of the State of Florida, rules and regulations of the Board of Regents,
terms and conditions of any agreement between the Board and an agent
representing the bargaining unit of which the appointee is a member, and the rules
and regulations of the University of Florida."

"A person who has been convicted of the sale of or trafficking in or conspiracy
to sell or traffic in a controlled substance, is disqualified from applying or accepting
employment by any agency of the state, unless certain conditions are met."

PERCENT OF FULL TIME EFFORT (FTE) ASSIGNED:

SALARY RATE, $ for 1.00 FTE, (and Administrative Supplement $
and Minimum Salary $ if applicable): The rate of pay stated should
be consistent with the FTE offered. If an administrative supplement is included in the salary
it should be a set figure and not a percentage and should be consistent with the supplement
of others in similar position. This area should include the amount of the supplemental and
an explanation that the employee will relinquish the supplement if, and when, he/she
relinquishes the administrative title and responsibilities.

OUTSIDE ACTIVITY/CONFLICT OF INTEREST STATEMENT: The prospective
faculty should be told that an employee may not engage in private practice, private
consulting or additional teaching or research (compensated or uncompensated) which
interferes with the full performance of the employee's professional responsibilities or other
institutional obligations, nor shall s/he engage in any outside activity which may create a
conflict of interest, or which may otherwise interfere with the full performance of the
employee's professional or institutional responsibilities.

Any employee who seeks to engage in any outside activity or who has a potential
conflict of interest shall notify his/her supervisor in writing (using the proper University of
Florida forms) prior to engaging in these activities. Such notification should be done
annually (effective July 1 for future academic years) for as long as the employee continues to
engage in such activity or has such conflict of interest. (Refer to Section 14 of the AIP.)

A statement should be included such as:
If you propose to engage in any outside activity or have a
potential conflict of interest, you shall notify your chair or


Office of Academic Affairs AIP 4 12
1995





Sample addendum to letter of offer continued:


supervisor in writing (using the proper University of Florida
forms) prior to engaging in these activities. Such notification
must be done annually for as long as you continue to engage in
such activity or have such conflict of interest.

DUTIES AND RESPONSIBILITIES: This section may be used to explain the initial
assignment of duties and responsibilities and other institutional obligations as well as other
expectations such as participation in faculty and committee meetings and other university
activities. It should be indicated that the assignment may be subject to change based on the
needs of the department, college or university.

It could also be used to explain that both tenure and promotion recommendations
require not only a consideration of the assigned duties and responsibilities in teaching,
research, extension and service, but also a broad scale evaluation of fitness to fulfill
effectively the responsibilities of membership in the University community and that these
may be subject to change based on the needs of the department, college or university.

GRIEVABILITY AND WAIVER STATEMENTS for In-Unit Only:

The following statements should be included:

The BOR-UFF Collective Bargaining Agreement (Article 6) prohibits
discrimination against any employee based upon race, color, sex, religious creed,
national origin, age, veteran status, handicap, political affiliation, marital status
or employee rights related to union activity as granted under Chapter 447 Florida
Statutes. Claims of such discrimination by the Board or its representatives may
be presented as grievances pursuant to Article 20, Grievance Procedures.

"Your signature on the standard employment contracts shall not be deemed a
waiver of the right to process a grievance with respect thereto in compliance with
Article 20 of the Board of Regents/United Faculty of Florida Collective Bargaining
Agreement."

OPTIONAL STATEMENT ON MOVING EXPENSES: (It is suggested that a similar
statement to this one be included in the text of the cover letter or as part of the addendum as
follows):

The Department of subject to approval by the State Division of Personnel, will
provide payment towards the movement of household goods not to exceed 15,000 pounds and
subject to the regulations established by the Department of Management Services. A copy of
the rules pertaining to the moving of household goods is attached.


Signature confirming acceptance of offer Date

Employees who accept this offer, may be asked to assist the hiring administrator
in completing the appointment process which requires the University to obtain
confirmation of the final degree from the registrar or graduate school of the
degree granting institution. They should be asked to have the institution mail
the degree confirmation DIRECTLY TO THE HIRING ADMINISTRATOR, not to
themselves, as soon as possible.


Office of Academic Affairs AIP 4 13
1995






SAMPLE OF LETTER TO VOLUNTEERS
(including language for foreign nationals who volunteer)


Date


Mr. John Smith
6789 SW 16th Avenue
City, State ZIP

Dear Mr. Smith,

This is to acknowledge your willingness to serve as a volunteer in the department of
_for the period of_ to You will serve under the
supervision of and will have the following assignment:




As a volunteer, you are entitled to workers' compensation and state liability
protection under the same conditions as state employees and are responsible for compliance
with the rules and regulations of the University.

Add for volunteers from foreign countries as appropriate:

We understand that you have a pending visa status request that may grant you
employment authorization. In the event that you receive the employment authorization and
the dates of the authorization include all or part of the time you have served as a volunteer,
you may be paid for all or a portion of the time you have served as a volunteer based on
financial and other considerations.

Your signature below will indicate your acknowledgment and understanding of this
offer. Please complete the attached information and return to me with a copy of this letter
accepting the offer.

Thank you. If you have any questions, please let me know.


Volunteer's Signature


Sincerely,


Name
Title


cc: Dean's/Director's Files
Department Files


Note: You may want to consider doing some type of letter to those retirees who
continue to provide service after retiring if the retiree is not on the Phased
Retirement Program.


AIP 4 14


Office of Academic Affairs
1995


Date





VOLUNTEER PERSONNEL INFORMATION


Name


First Middle Last

Address (add if the volunteer is from a foreign country while in the U.S. A.)

Street City Zip

Mailing/Permanent
Address
Street City Country


Month/Day/Year Chauffeur Driver's Social Security Number
Date of Birth License Number
(if driving is required)

Telephone: Daytime( )Evening(

Name and Address of Educational Institution where presently enrolled, if applicable



Field of Study What year

Qualifications for Volunteer Work


Date Volunteer Work begins


Recommended by:


Date Volunteer Work Ends


Full Address


Name/Title


Name/Title


Full Address


University of Florida Department where volunteer work will take place:

Name of Faculty/Staff member who will supervise volunteer work:

As a volunteer, I agree to abide by all applicable rules and regulations of the Board
of Regents and the University of Florida, and to fulfill the volunteer responsibilities to the
best of my ability. I hereby declare that I have legally entered the United States via an
official port of entry and that I am legally authorized to be in the United States throughout
the volunteer work period.


Tnta


ulJAlasUa l C .' _c.


19


NOTE: You may want to add information to this form, but the above should be
obtained from volunteers and kept on file in the department or unit. I


Office of Academic Affairs
1995


AIP 4 15






UNIVERSITY OF FLORIDA


GUIDELINES FOR EMINENT SCHOLAR SEARCHES

I. INITIATING THE SEARCH PROCESS

A. Eminent Scholar searches should not be undertaken until the entire private
contribution and the State matching funds are deposited in the Foundation.
Requests for exceptions to this policy shall be directed to the Provost for
approval/denial by the President.

B. The Provost's office will be the coordinating office for all Eminent Scholar
searches. The searches shall be conducted in accordance with Section 240.257(6)
Florida Statutes of the Florida Endowment Trust Fund for Eminent Scholars Act.

C. The dean or director must submit to the Provost a written request for
approval to commence an Eminent Scholar search and a description of the criteria to
be used in the selection process, with a copy to Associate Vice President Longstreth.
The request should include the names and addresses of those persons recommended
for membership on the Search Committee and the reason for such recommendation,
i.e. students, faculty members, alumni and distinguished scholar.

II. THE SEARCH COMMITTEE

A. The Search Committee should normally consist of at least, but not be limited
to, no fewer than eight persons who represent the racial and gender diversity of the
committee, it is recommended that a student member be included and one external
(an appointee from outside the University faculty) distinguished scholar
recommended by the dean or director. The external distinguished scholar should be
an individual with a national or international reputation in the field of the Eminent
Scholar Chair to be filled. It is anticipated that the distinguished scholar will provide
assistance to the selection process by identifying strong candidates and by promoting
recognition of the Eminent Scholar Chair to be occupied.

B. It is also Presidential policy that neither the donor nor a representative of the
donor shall serve on the Search Committee.

C. Once the composition of the Search Committee is approved, the President will
invite, in writing, the appointees to serve on the Search Committee.

D. Any requests for changes in Search Committee membership will be directed
to the Provost for approval, with a copy to Associate Vice President Longstreth.
Upon receipt of the acceptance by the appointees, the dean or director will notify the
Provost that the Search Committee is constituted and that he/she is initiating the
search process.

I. THE SEARCH

The Search Committee shall conduct the search in accordance with the
University Rule 6C1-1.062 F.A.C. For specific information on the University's search
procedures please contact the Assistant Vice President for Minority Affairs, Dr.
Jacquelyn Hart.

An appointee must be qualified to be a full-time tenured faculty member at
the rank of Full Professor. Exemptions may be made for "visiting scholars" who may
Office of Academic Affairs AIP 4 16
1995






be appointed to the Chair on a temporary basis for a limited period of time. Such
visiting appointments must be approved in advance by the Provost.

IV. REPORT

Each semester, a report in the format which is attached, must be submitted
by each academic unit who has identified Eminent Scholar Chairs either funded or
not fully funded each term, Fall, Spring and Summer Term C to Dr. Longstreth. Dr.
Longstreth will maintain these records and, by virtue of that responsibility, she will
be the person to whom all questions regarding Eminent Scholar searches will be
addressed and responsible for preparing the University's report to the Board of
Regents. Dr. Longstreth's telephone number is 392-1254.

V. APPOINTMENT OF THE EMINENT SCHOLAR

In accordance with the Eminent Scholar Act, the President will make the
final appointment of each Eminent Scholar, after reviewing the recommendations of
the Search Committee and the specific provisions of the employment offer. To
expedite this process it would be helpful if the administrator responsible for the
appointment of the Eminent Scholar would provide the President with a copy of the
Search Committees recommendations and a draft of the proposed letter of offer, with
copies to Associate Vice President Longstreth.

The University will continue to evaluate the progress and programs of each
Eminent Scholar on an annual basis.

Requests for information regarding the Eminent Scholar Program should be
sent to Dr. Catherine Longstreth, Associate Vice President for Academic Affairs,
room 239 Tigert Hall.


























Office of Academic Affairs AIP 4 17
1995






SECTION 5

RETIREMENT PROGRAMS
(6C-5.135, 6C1-7.017, Article 24)
Refer also to Sections (21) and (22) of the AIP

A. Description of Retirement Programs: New faculty and A&P staff members who
meet the eligibility requirements, as described in Section 121.35 F.S., have the option of
planning for their retirement security by choosing between two distinct retirement plans: the
Florida Retirement System and the Optional Retirement Program. Each of the retirement
plans is designed to provide the participant with an adequate income during the retirement
years. The Florida Retirement System defines a retirement benefit level that one can expect to
receive based on those factors described in the law. The Optional Retirement Program sets
aside funds in the participant's behalf; the investment growth of those funds determines the
retirement benefit. Positions which qualify for eligibility in the Optional Retirement Program
are those which are approved by the Division of Retirement that directly supports the academic
program, or that formulates, interprets or implements academic policies.

1. Defined Benefit (FRS) The Florida Retirement System (FRS) is a
defined benefit pension plan. It provides employees who have 10 or more years of
State service with monthly retirement income based on final average earnings and
years of service at the time of retirement. The State pays the full cost of the plan.

2. Defined Contribution (ORP) The Optional Retirement Program
(ORP) is a defined contribution plan. Under this program, the University
contributes a percentage of earnings for each participant, regardless of service, to
purchase an annuity when the participant retires. In the ORP, the employee will also
be given the opportunity to contribute an amount up to the amount contributed by the
University, on a tax-sheltered basis. The amount of monthly annuity income at
retirement will be based on the amount of funds contributed, the investment earnings
on those funds, and the type of annuity selected by each participant.

NOTE: New University faculty members are automatically enrolled in the ORP.
However, new employees will need to select a provider company and complete
annuity contracts with the provider company to invest both employer and
employee contributions for the program to be effected. If not, the contributions
are held in the Division of Retirement and accrue no interest. Please check to
make sure your new faculty sign up as appropriate.

The Colleges of Medicine, Dentistry and Health Related Professions are
required to use the Optional Retirement Program rather than the Florida
Retirement Program.

B. Selection of Program Once the choice of a retirement program is made, however, it
is irrevocable as long as a person's eligibility status remains the same. In the event that an
employee participates in the Optional Retirement Program for 90 days or more and is
subsequently employed in a position which has been determined to be not otherwise eligible for
participation in the Optional Retirement Program, the employee shall continue participation in
the optional program so long as the employee meets the other eligibility requirements for the
program as described in the law.

C. Social Security Coverage Faculty and A&P staff members will receive Social
Security coverage under either retirement program.


Office of Academic Affairs AIP 5 1
1995





D. Summary of Retirement Programs The following is a brief summary of these
programs.

Florida Retirement System (FRS)

Contributions

Totally employer funded; no employee contribution
Current employer cost = 17.57% of salary

Eligibility for Benefits

Minimum Service Requirement: 10 years
Normal Age: 62 or 30 years service, regardless of age
Early Age: 5% benefit reduction for every year under 62

How Benefits are Determined

Years of Percentage Average Final Yearly
Creditable Value* Compensation** Normal
Service X X = Allowance***

*Ranges from 1.60% to 1.68%, depending on age or total years service at time of retirement.
**An average of the career best five fiscal years of earnings.
***Allowance varies according to whether survivor benefits are chosen
by retiree.

For early retirement, the allowance is reduced by 5% per year under age 62, unless 30 years or
more of service has been attained.

Optional Retirement Program (ORP)

Contributions

Employer funded; employee contributions allowed
Employer cost = 17.57% of salary (11.83% is used for annuity
purchase, balance is used to fund FRS accrued liability.)
Employee may match up to 11.83%.

Eligibility for Benefits

No age or service requirement; member becomes vested upon execution of an annuity contract
with an ORP-approved company.

How Benefits are Determined

Annuity income is based on the size of the fund (including investment earnings), the type of
annuity policy selected and the current investment/interest outlook at time of actual
retirement.








Office of Academic Affairs AIP 5 2
1995





COMPARISONS OF BENEFIT PROVISIONS BETWEEN THE FLORIDA
RETIREMENT SYSTEM AND THE OPTIONAL RETIREMENT PROGRAM*


Florida Retirement
System (FRS)


Optional Retirement
System (ORP)


Eligibility for Benefits With 10 or more years at age Immediately no restrictions
(vesting) 62 or any age after 30 years as to age or length of service
(Benefits reduced for early (Federal tax penalties may
retirement). apply prior to age 59 1/2).
Benefits at Retirement Fixed amount based on age, Amount depends on earning
years of service, the value of rate of investments, amount
each year of service, average invested, and type of
of highest five years salary, annuity contract selected.
and payment option selected.
Employer Contributions State pays full amount. State pays full amount.
Employee Contributions None (Some Provisions for VOLUNTARY tax-sheltered
the purchase of certain contribution up to the same
service credits). amount as State contributes
or IRS limits, whichever is
less.
Disability Provisions Yes No specific disability -
benefits.
Survivor Provisions Yes No specific disability
benefits.
Guaranteed Cost of Living 3% adjustment each July 1 None
Adjustments


Office of Academic Affairs AIP 5 3
1995


I






SECTION 6

BENEFITS
(Article 24)


A. General Information Full and part-time employees, except those in positions
funded by Other Personal Services (OPS), are entitled to employer-funded fringe benefits
under the provisions of State Law and the rules of the Department of Management Services
and the Division of Retirement. As it is only possible to provide a brief summary description
in this document, all employees should contact the University Personnel Services Benefits
Office to secure the most current information on the available benefits prior to making any
enrollment decisions. Part-time employees should also contact University Personnel
Services to determine the nature and extent of the benefits for which they are eligible.

University Benefits, located in Room 422, Stadium West, is open from 8 a.m. to 5 p.m. Call
392-1225.

B. Summary of Benefits The following information briefly summarizes the benefits
available to faculty, except those in positions funded from Other Personal Services (OPS)
funds. Since these benefits may change during the year, it is suggested that University
Benefits be contacted for more information on any of the available programs.

Discount Cards for Tourist Attractions and Local Theaters Employees may obtain
membership cards from University Benefits that provide discounted admissions.. Theater
passes may be obtained at the Constans Theater Box Office.

Electronic Funds Transfer of Pay Check Provided to all employees upon request, this
benefit provides biweekly electronic transfer to a participating financial institution. Sign-up
is conducted by the faculty member with the financial institution. Enrollment forms are
available in Central Processing, 429 Stadium West, and the personnel satellite offices in the
Health Science Center, Institute of Food and Agricultural Sciences, and Physical Plant.

Employee Assistance Program The Employee Assistance Program (EAP) offers help
with many kinds of personal, family and work-place problems. The EAP provides a 24-hour,
on-call phone line (338-9839), is on campus and is designed to provide employees with
assistance and confidential counseling before problems get out of hand and affect job
performance. Problems addressed include the following: family or marital crisis; emotional
distress; drug or alcohol abuse; difficulties with relationships; or problems associated with
life situations, such as parenting, loss of a loved one, caring for an elderly parent, financial
difficulties or impaired personal health. Normally, employees receive up to six on-campus
sessions from EAP counselors. If additional counseling is needed, employees are generally
referred to professionals in the area. There is no cost for services provided directly by EAP
counselors--counselors who are professionally trained, with graduate credentials in human
services professions. When and if employees are referred, EAP staff members help
employees make the best use of health coverage.

Holidays The State University System observes the following nine paid holidays per year
for year-round employees: New Year's Day, Martin Luther King Jr.'s Birthday, Memorial
Day, Independence Day, Labor Day, Veterans Day, Thanksgiving holidays (2 days) and
Christmas Day.



Office of Academic Affairs AIP 6 1
1995





ID Card The University pays for the initial card, but fees for replacement cards must be
paid by the user. All employees are eligible to receive the card, which allows access.to
university recreational facilities, libraries and CIRCA labs and serves as a check-cashing ID.

Establishing the Changing Benefits During the first 31 days of employment, an
employee may select and enroll in a variety of benefit plans. After this time, however,
employees may change most benefit plans only during open enrollment periods, which vary
by insurance company, or in the case of a qualifying status event. Qualifying status events
are major changes in family or employment status, including but not limited to the
following: marriage or divorce of the participant; birth, adoption, or legal guardianship of a
dependent; death of a spouse or dependent; participant's or spouse's unpaid leave of absence
(must be over 31 days). employees anticipating and/or experiencing events) which affect
their family or employment status should contact University Benefits at 392-1225 to
determine their eligibility for making desired coverage changess.

All enrollments and changes require verification of dependent eligibility (or the loss
thereof). With the exception of state group life insurance, enrollments for new
employees can be effective no sooner than the first of the month following the
date of hire. The effective date of an enrollment or change, again with the exception of
state group life insurance, will be no sooner than the first day of the month following the
enrollment or change. In no case is enrollment ever retroactive. A desired change must be
consistent with the qualifying status event and must be made within 31 days of that event.
However, in the event of the acquisition of (an) eligible dependentss, an employee may
change from individual to family coverage in advance of the event in order to provide
coverage for the dependentss, effective on the day of the event. Enrollments and changes
made during the fall open enrollment period for state-sponsored benefits will be effective
January 1. University Benefits representatives will provide information regarding coverage
effective dates specific to an employee's date of hire or qualifying status event.

Florida Flexible Benefits Plan All faculty and staff paid from salary sources are eligible
to participate in the Florida flexible benefits plan. This plan has three components.

1. Premiums for any of the state group health or life insurance plans are deducted
from gross salary before social security and income taxation. Enrollment in this
component is automatic but may be waived within the first 31 days of employment
by submitting a Pretax Premium Waiver form to University Benefits. Waivers must
be resubmitted each year during the open enrollment period.

2. All state supplemental insurance's are available on a pretax basis within the first 31
days of employment. These plan choices include dental, hospitalization,
cancer/intensive care, and accident/disability. The pretax basis of this component
may not be waived; however, changes to these plans may be made each year during
the open enrollment period, or within 31 days of the qualifying status event.

3. State-sponsored medical and/or dependent day care reimbursement accounts may be
established within the first 31 days of employment by reducing salary by (a) chosen
amounts) of money throughout the year before taxes are computed. As eligible
expenses are incurred, employees submit claims to the Division of State Employees'
Insurance, along with required documentation, for reimbursement. The result is
that eligible expenses are reimbursed with money that is not taxed, which increases
the employee's spendable income. These accounts must be re-established every year
during the open enrollment period. Enrollments and changes may also be made
within 31 days of a qualifying status event.


Ofice of Mcaaemic Affairs AP 6 2
1995






The open enrollment period for these state-sponsored plans is in the fall of each year.
Enrollments and changes made during the fall open enrollment period will be effective
January 1.

Health Insurance This is a state-sponsored benefit for which the state pays a portion of
the premium. For single coverage, the employee pays 16.32 percent of the cost; for family
coverage (no limit on the number of dependents), the employee pays 25.87 percent. (These
percentages are based on full-time employment--as the FTE drops, these percentages rise.)
The state pays the remaining amounts, regardless of the plan, into the state's self-insurance
trust fund. An employee whose spouse is also employed by the state of Florida may be
eligible for a reduction in premium costs. Employees may choose between an indemnity
group health plan and one of the health maintenance organizations (HMOs) for their
individual or family health care. All employees, paid from regular salary sources, must
enroll within the first 31 days of employment of during the open enrollment period.
Changes may be made within 31 days of a qualifying status event. The indemnity group
health plan provides worldwide coverage. This plan reimburses charges by physicians for
covered services, as well as hospital expenses, minus co-payments and deductibles. Costs
associated with network providers are lower than those of providers outside of the network.
This plan has a six-month pre-existing condition clause. HMOs offer a full range of
managed health care including routine doctor visits, maternity care, x-rays, lab work, etc.
Upon enrollment, the employee is required to select a primary care physician from the
provider network. If a specialist is needed, the primary care physician will arrange and pay
for the appointment. If hospitalization is required, the primary care physician and HMO
will make all the necessary arrangements. Nominal co-payments usually accompany
treatment. HMOs do not have a pre-existing condition clause; however, payment for
services outside of the listed coverage region is limited to life-threatening conditions or
illnesses. Both types of insurance include prescription plans.

Life Insurance (Decreasing Term) The second of two state matching contribution
plans, the state of Florida pays two-thirds and the employee pays one-third of the cost for
this benefit. All employees paid from regular salary sources are eligible and must enroll
within the first 31 days of employment or during the open enrollment period. Benefits
depend on age and salary. After a nine-month waiting period, the premium will be waiver if
the employee becomes disabled.

Life Insurance (Fixed Term) All employees paid from regular salary sources and
appointed at least .50 FTE are eligible for this University of Florida-sponsored plan.
Enrollment must be completed within the first 31 days of employment or during the March
open enrollment period. Coverage changes may be made within 31 days of a qualifying
status event. $20,000 of coverage is guaranteed at the time of the initial enrollment, as well
as an additional $20,000 each year during the March open enrollment period; however,
throughout the year employees may apply for additional amounts under medical
application. Employees may purchase up to $250,000 on themselves and half of that
amount for spouse and/or children. The premium is waived after six months if the employee
becomes disabled. This plan may be canceled at any time.

Supplemental Insurance A variety of dental, cancer/intensive care, hospital indemnity,
accident/disability plans are available to all employees paid from regular salary sources.
Enrollment for these state-sponsored plans must be completed within the first 31 days of
employment or during the open enrollment period. Changes may be made within 31 days of
qualifying status event. Premiums are pre-tax and coverage goes into effect on the first of
the month following a month in which two consecutive payroll deductions have flowed.


Office of Academic Affairs AIP 6 3
1995






Personal Accident Insurance The University of Florida sponsors this plan, for which
the employee pays 100 percent of the cost. All employees paid from regular salary sources
and appointed at least .50 FTE are eligible. The employee may choose from $10,000 to
$350,000 worth of coverage; however, amounts in excess of $250,000 are subject to ten times
the employees salary. Under the family plan, spouses are covered for 50 percent, and
children for 10 percent, of the employee amount. cost is determined by the selected level of
coverage. Employees may enroll, change, or cancel this plan at any time.

Long-Term Disability Insurance The employee pays 100 percent of the cost for this
University of Florida-sponsored plan. All employees paid from regular salary sources and
appointed at least .50 FTE are eligible to participate. Employees must enroll within the
first 31 days of employment or during an open enrollment period. After a 90-day waiting
period, this plan pays two-thirds of the employee's salary tax-free up to age 65 (and beyond
if the disability occurs after age 60); however, the maximum annual salary against which
the benefit will be calculated is $108,000. The maximum benefit is $6,000 a month;
however, if the disability lasts six months or longer, an annuity is also established, the
income from which is intended to supplement the employee's pension either at age 65 or at
the time of retirement. The monthly disability benefit amount is reduced by social security,
disability payments received, worker's compensation, paid leave, and disability retirement.
Regardless of any offsets, the minimum an employee will receive from the plan is 10% of the
employee's regular monthly benefit or $100, whichever is greater, plus the pension
supplement benefit. Employees may cancel this plan at any time; however, open enrollment
occurs once every three to five years, determined by the vendor.

Automobile and Homeowner's Insurance Employees may purchase automobile and/or
homeowner's or renter's insurance under a contract between the University of Florida and a
major insurance carrier that serves large employee groups. All employees paid from regular
salary sources are eligible. Information regarding the company and its agent may be
obtained from University Benefits at 392-1225. Although coverage is individually
underwritten by the agent, a group discount is applied and payment of premiums is handled
through payroll deduction.

Leaves The following annual and sick leave benefits are available to faculty:

Annual Leave The University provides annual leave for twelve-month faculty
members and allows them to earn approximately 22 days per year and accrue up to
44 days. Nine- and ten-month faculty earn no annual leave time. Part-time faculty
earn at a rate directly proportionate to the percent of time employed.

Sick Leave The University provides sick leave for all full-time faculty and staff.
Four hours per pay-period for each biweekly pay-period of employment are earned
without limitation on the amount of accrual by full-time employees. Part-time
faculty earn at a rate directly proportionate to the percent of time employed.

Phased Retirement Programs Eligible faculty may request to participate in a phased
retirement program which guarantees a certain number of semesters of re-employment
after retirement.

Pre-Paid College Program Faculty who wish to prepay the college tuition of a child or
grandchild may do so via payroll deductions. Information and applications are available
from University Benefits or from the:


Office of Academic Affairs AP 6 4
1995






Florida Prepaid College Program
P.O. Box 6567
Tallahassee, FL 32314-6567
Telephone: 1-800-552-GRAD

Retirement Plans All faculty members are automatically enrolled in the Optional
Retirement Program. Those employed in the Colleges of Medicine, Dentistry and Health
Related Professions must remain in the Optional Retirement Program. Other faculty may
switch their enrollment to the Florida Retirement System by contacting University
Retirement, 392-4941, within the first 90 days of employment. (Reference Section 5, A.1 and
2).

Sabbatical/Professional/Faculty Development Leave Programs The University pays
this benefit for interested employees after six years. This benefit provides eligible employees
the opportunity for research and professional renewal at one-semester (at full pay), two-
semester (at two-thirds pay for those with 12 years of continuous university service without
compensated leave) or one- or two-semester or 6 months or twelve months for 12 month
employees (at half-pay). Contributions normally made by the University to retirement and
Social Security programs shall be continued on a basis proportional to the salary received
during the professional development leave. University contributions normally made to the
employee insurance programs and other employee benefits shall be continued during the
leave. For further information on these leave programs, please contact the Faculty Relations
Office in Academic Affairs (392-1254).

Sick Leave Pool Individuals who choose to participate in this program donate eight
hours of sick leave to the pool. Eligibility requirements include one year of employment as
a faculty member, A&P or USPS employee with the state and a minimum of 64 hours of sick
leave on balance at the time of application for full-time employees. (Part-time employees are
eligible to participate, with this criterion being established on a pro-rated basis.) This will
allow participating employees, upon approval, to withdraw sick leave for personal use in
cases of catastrophic illness or injury. Faculty should contact the Academic Personnel Office
(392-1251) for more information.

Social Security The individual and the University share payment for this benefit, which
is available to all faculty immediately upon employment. Social Security provides
retirement, medical, survivor and disability benefits.

Tax-Sheltered Annuities An employee may purchase fixed, variable, flexible or
investment annuities from several different companies by payroll deduction. These
annuities result in a tax deferment, because the dollars put into the program are not taxed
until the employee receives them. To achieve maximum benefit, this program should be
considered only for long-term saving.

Tuition Exchange Program (TEP) The University of Florida is a member of Tuition
Exchange, Inc., an organization based at Washington, D.C. The program, which is
announced annually, basically works as follows: for each child of a faculty member that the
University of Florida accepts from any TEP institution (import), the University may send a
child of a UF faculty member to a TEP institution (export). A balance between the number
of imports and exports is necessary in order to remain within the guidelines set by Tuition
Exchange, Inc. The cost to enter the University's program is $1600. Once a faculty
member's child is accepted to a TEP institution and selected to be a participant in the
program as an "export," a deposit of $100 is due immediately. The balance of $1500 (which
may be subject to change) will be due prior to the beginning of the academic year, usually on


Office of Academic Affairs AIP 6 5
1995






or before August 1. This cost helps cover the in-state tuition for our "imports." A listing of
participating institutions is available upon request from the Faculty Relations Office (392-
4792).

Tuition Fee-Waiver Program The University and the State University System share
the cost for all eligible employees upon request. Faculty are eligible to enroll in courses on a
space-available basis without payment of a registration fee, according to the instructions on
the Application for Waiver of Registration Fees form. Application forms are available in the
Office of the Registrar. Fees are waived for a maximum of six credit hours per term.

U.S. Savings Bonds All employees may purchase U.S. Savings Bonds at the University
Benefits Office in denominations of $100 to $500 either by bond-a-pay period or spread over
several pay periods.

Workers' Compensation The University pays this benefit for all employees and awards
pay in the event of a job-related injury, disability or death. Employees are also covered
while on official travel status. For more information, please refer to the information in the
Central Processing section of this Handbook.




































Otice of Academic Affairs 6 6
1995







SECTION 7

THE 12 HOUR LAW AND ANNUAL ASSIGNMENTS
(6C1-7.010, Article 9)

A certain fraction of every faculty position allocated to the University
includes a percentage of funds for research activity--approximately 8% for
undergraduate education and 29% for graduate education per year. This does not
mean that all faculty will always be assigned to research activity, but it means that most faculty
will be assigned some research activity for some of the time. However, it is recognized that
research is integral to any teaching or instructional activity. Faculty preparing themselves
for tenure or promotion consideration should normally be assigned a reasonable
amount of teaching, research and/or service time in their annual assignment.

Assignments are subject to change and must be discussed with the faculty member
prior to the change and specified in writing. The changes) should be made on the
Semester Faculty Assignment Reports.

A. Written Annual Assignments Requirement

1. Responsibilities of Faculty Member The responsibility of the faculty
member is the full and competent performance of all duties pertinent to his/her -
employment with the University. Activities which may interfere with these
responsibilities, or may create a conflict of interest, are prohibited.

2. Scheduled and Non-scheduled Activities

a. The professional obligations and responsibilities may be comprised of
both scheduled and non-scheduled activities. It is a part of a faculty member's
professional responsibility to carry out his/her duties in an appropriate manner
and place. Although the instructional activities, office hours, and other duties
and responsibilities may be required to be performed at a specific time and
place, other non-scheduled activities may be appropriately performed in a
manner and place determined by the faculty member after consultation and
with the agreement of the supervisors.

b. It is recognized that the scheduled hours should not normally exceed
forty (40) hours per week. Time shall be allowed within the normal working
day for research, teaching, or other activities required of the employee, when a
part of the assigned duties. Supervisors are encouraged to make appropriate
reductions or adjustments in the number of hours scheduled in recognition of
evening, night, and weekend assignments, and for periods when an employee is
on call. Evenings, nights, and weekends when an employee is on call shall be
considered in making other assignments.

Scheduled hours for all employees should not normally exceed forty
(40) hours per week.

3. Initial and Changes in Assignments The initial assignment should be
addressed in the initial letter of offer and thereafter in writing in the annual letter of
reappointment and assignment and on the Semester Assignment Reports.


Office of Academic Affairs AIP 7 1
1995






Please refer to the description of the assignment process at the end of this
section.

For Non-Unit Personnel:

a. When first employed, a faculty or A&P staff member shall be informed in
writing of what is generally expected of him/her in terms of the faculty member
should be informed in writing of the changes) and shall be afforded an
opportunity to discuss the assignment prior to its effective date. If the conference
does not resolve the concern, the person may request the opportunity to discuss
the assignment. In the case of faculty, the University's Faculty Assignment
Report must be consistent with the assignment. The initial assignment should be
addressed in the initial letter of offer and in the annual assignment on the
required Assignment Report thereafter. It is suggested that after the initial
assignment the assignments (including those for summer) be conveyed in the
annual letter of evaluation. (Refer to Section 4 of the AIP.)

b. The assignment should provide faculty members who are earning
eligibility for tenure, permanent status, and/or promotion with equitable
opportunities, in relation to others in the department, to meet the required
criteria for such status.

For In-Unit Personnel:

a. When first employed and at the beginning of each year of employment
thereafter, a faculty member shall be informed in writing of what is generally
expected of him/her, in terms of the teaching, research, service, or other
assigned duties for the year (Please refer to the information in the "box" after c.
below.). Except for the assignment made at the beginning of a faculty member's
employment, the person responsible for making an assignment shall contact the
employee prior to making the final written assignment. Such contact must also
take place prior to making changes in the assignment. The assignment should
be communicated to employees no later than six weeks in advance of its starting
date, if practical. The faculty member shall be granted, upon request, the
opportunity to discuss the assignments and any changes in the assignment. If
the conference with the person responsible for making the assignment does not
resolve the employee's concerns, the employee shall be granted, upon written
request, an opportunity to discuss those concerns with an administrator at the
next higher level.

b. The assignment should provide faculty members who are earning
eligibility for tenure, permanent status, and/or promotion with equitable
opportunities, in relation to others in the department, to meet the required
criteria for such status.

c. Changes in the assignment must be specified in writing. The changes
should be discussed with the faculty no later than six weeks in advance of the
starting date if possible.

It is suggested that after the initial assignment, the faculty members duties and
responsibilities (including those for summer) be conveyed in the annual letter
and evaluation. (Refer to Section 4 of the AlP.)


Office of Academic Affairs AlP 7 2
1995






B. The 12 Hour Law 240.243 F.S.


1. Explanation and Legislative History of the 12 Hour Law Faculty
members are professional people who are not and should not be bound to a forty-hour
work week concept with all that such a system implies time cards, sign-in sheets, sign-
out sheets, etc. Faculty members work contractual periods, not hours, i.e. for 9 or 12
months; therefore, all who are responsible for the assignment of faculty must strive to
maintain maximum flexibility in establishing those assignments, but such assignments
must comply with the provisions of the "12 Hour Law." The "12 Hour Law" states that
a faculty member must have a minimum assignment of 12 contact hours of instruction
in front of a class or the equivalent in other assigned duties and responsibilities.
Further, the assigned percentage of instructional effort on the faculty activities report
must correspond to the number of contact hours of instruction. For example, the
provisions of 240.243, F.S. allow no more than 25 percent of a professor's effort to
attribute to three contact hours or no more than 33 percent effort to four contact hours,
etc.

2. Factors Influencing Percentage of Effort Assigned Three issues in the
faculty assignment procedure must be remembered. First, the legislative history of
240.243, F.S. recognizes that two hours of preparation, office hours, grading, and other
professional activities are normally required for every hour a faculty member spends in
the classroom. An individual's minimum instructional assignment may be reduced
proportionately by the percentage of effort assigned to other responsibilities such as
research, advisement, service, governance, etc. Thus, not all faculty members must
teach 12 contact hours.

3. Compliance with the 12 Hour Law -

a. It must be recognized that the percentage of a faculty member's time
allocated for instructional effort may show variance because of the following
factors: teaching a new course; teaching the same class more than one time; the
number of preparations involved; the amount of preparatory work involved
(depending upon the level of the class and the number of times the faculty
member has taught the class, as well as, the work necessary to grade papers,
have conferences with students, etc.); the level of class taught; and the amount
of assistance given to the faculty member in teaching a class (graduate
students, etc.). These factors should be considered in the determination of the
percentage of a faculty member's time assigned to instructional effort and to
faculty activity reports. The department chair must be flexible in the
assignment of percentages of effort to various faculty activities. However, as
stated, the percentage of effort assigned for teaching may not exceed the
maximum indicated above (25% for 3 contact hours, etc.) but the instructional
effort may be reduced based on the factors described above.

b. A certain fraction of every faculty teaching position assigned to the
University generates some research activity effort or time (approximately .08
percent for a one-year position 112 monthly Hence, departmental chairs must
remember that part of their total faculty positions are generated for use in
assigned research activities. This does not mean that all faculty will always be
assigned to research activity, but means that most faculty should be assigned
some research activity some of the time.


Office of Academic Affairs
1995


AIP 7 3






c. When a department uses research, extension, and/or service
performance as the criteria for promotion or tenure, all faculty eligible for
tenure or promotion consideration should be assigned a reasonable amount of
research, extension, and/or service time in their annual assignments.

C. Requirements of Semester Faculty Assignment Report-

1. The Faculty Assignment Report reflects the faculty member's assignment at the
beginning of each term. The Assignment Report serves as a basis for the Faculty
Activity Report, which represents the University official record of the faculty member's
assignment. The Assignment Report is completed by each academic unit and submitted
electronically to the Office of Academic Affairs after the end of each term. These two
reports are used not only by the University for assignments and personnel decisions but
are also used by the University, the Board of Regents, the Federal Government, and by
the Legislature and for the purposes of accountability to fund the University programs.

The teaching assignment reported on the Assignment Report normally reflects
the actual contact hours expected for the teaching assignment for scheduled activities
under the provisions of the 12 Hour Law. The research and service assignments are
normally an-estimate of the non-scheduled portion of the assignment. The assignment
is determined by the chair, normally in consultation with the faculty member. The
assignment made at the beginning of the term constitutes the faculty member's duties
and responsibilities for the term.

If there are changes necessary in the faculty member's assignment, these
changes should be discussed with the faculty member and conveyed in the form of a
modified assignment report. For example, if the teaching effort changes because a class
fails to have the number of students necessary to conduct the class, the faculty
member's assignment would be changed or another class substituted for the canceled
course and the percentages assigned to the various components on the Assignment
Report would change accordingly. If there are no changes, the percentages assigned to
each of the activities shall reflect the faculty member's assignment for the term. As
stated, normally changes are not made to the faculty member's assignment indicated on
the Faculty Assignment Reports after the term has begun unless the chair modifies or
revises the faculty members assignment during the term. It should be noted that the
Faculty Activities Report is the official record of the University. If this were necessary,
the chair would be responsible for notifying the faculty member in writing of the
change in the assignment and revising the Faculty Assignment Report. For these
reasons, faculty need to work with the chair in determining the assignment; however,
the chair is responsible for the assignment.

2. The Faculty Assignment Reports should include a brief description of the non-
instructional activities and the progress, as opposed to evaluation, of each of those
activities a faculty member is assigned. Thus, on the report, each chair must provide a
very brief statement describing the activities assigned to each faculty member and the
progress made in the non-instructional activities by the end of the term. Acceptable
progress statements are "completed" or "on-going". "Continuing" is a perfectly correct
term to use as an end of term evaluation in a case where one is unable to judge the
progress of an assigned activity. (The detailed assessment of the faculty member's
performance is made in the annual evaluation letter; not in this assignment report.)
The Semester Assignment Reports must be consistent with the annual (or revised
annual) assignment.


AIP 7 -4
Office of Academic Affairs 7 4
1995






NOTE: A chair's assignment of percentage of time for sponsored research
should at least equal the percentage of time the faculty member is appointed to
the sponsored grant or contract.

3. The Semester Faculty Assignment Report is to be completed with
appropriate percentages and a description of non-instructional duties and distributed to
each faculty member five (5) days prior to the first day of regular registration each
semester. After both the department chair and the faculty member have signed the
form, the original shall be retained in the departmental personnel files and one copy
shall be retained by the faculty member. The percentage assignment boxes are to be
completed using the following definitions. Duties must be described for items b-k.

a. 1. Instructional Assignment Classroom/Lab Teaching Instruction
of students who are registered for credit instruction, and all activities directly
related to instruction, such as preparation for class, grading papers and
assisting students.

Lower Division Courses numbered 0000-2999
Upper Division- Courses numbered 3000-4999
Graduate Classroom Courses numbered 5000-7980 (Excluding Thesis and
Dissertation Supervision and courses included in
Thesis & Dissertation -Thesis Supervision (6971 and Dissertation Supervision (7890)
when the student is registered for credit.
Graduate III Instruction of professional students in the Colleges of Medicine,
Dentistry and Veterinary Medicine only.

b. 2. Other Instructional Activities To report effort in the
development of new approaches, improvement or materials, including adoption
of audio-visual methods, and experimentation with teaching methodologies.
Also includes effort spent in grading papers and assisting students for a course
section of extraordinary size, and effort spent in activities related to teaching a
class by a faculty member who does not participate in course meetings. This
also includes effort spent working in "direct instructional support centers",
effort assigned to curriculum committees at all levels, and coordination of
instructional activities.

c. 3. Clinical Teaching Can be assigned only to the faculty in
Medicine, Dentistry, and Veterinary Medicine who are teaching in a clinical
situation. The individuals taught usually are not enrolled students, e.g.
residents and interns.

d. 4. Academic Advisement To report formal counseling with students
on academic course or program selection and scheduling or career counseling
when conducted by faculty members. This includes effort spent as an
undergraduate or graduate coordinator.

e. 5. Departmental Research Includes research, development and
scholarly activities that are not funded by separate sources.

f. 6. Organized Research Includes all research and development
activities of an institution that are separately budgeted.

g. 7. Public Service To include the following areas:

Office of Academic Affairs AIP 7 5
1995






1) Service to students unrelated to credit instruction. This may
include contact with students in regard to personal or social matters (if
assigned by the chair.)
2) Service as a member of the editorial board of a scholarly journal.
3) Service to the community, state or nation special assignments
which extend the services of faculty members to the community, state,
nation, e.g. participation as a member of an advisory board.
4) Non-credit instruction involving the Division of Continuing
Education. (This time must be assigned by the chair.)

h. 8. Agricultural Extension Service Effort expended for duties
involving the Institute of Food and Agricultural Science's agricultural extension
program.

i. 9. Departmental Administration The effort incurred for
administrative and support services that benefit common or joint departmental
activities.

j. 10. Sponsored Projects Administration Contract and grant
administration by employees paid from designated accounts which have been
established to administer sponsored projects in general.

k. 11. Governance Includes time devoted to departmental, college and
university-wide committee assignments.

1. 12. Total Percent Employed This shall be noted as the total of boxes
1 thru 11 and represents the total FTE employment or the individual faculty
member for each semester.

IF THE ASSIGNMENT CHANGES DURING THE SEMESTER, THIS FORM MUST
BE MODIFIED AND INITIALED TO REFLECT THE NEW ASSIGNMENT.

4. The Faculty Assignment Report is used to complete the Faculty Activity Report
and Instructor Workload Report which are combined by the Office of Academic Affairs
to produce the State University System Instruction and Research Data file. This file is
used by the University, Board of Regents' staff, the Office of the Auditor General and
legislative staff to produce the following information.

a. The State University System Accountability Plan (240.214 F.S.) enacted
by the Legislature for the State of Florida requires that the University produce
a specific number of student contact hours each academic year (240.214(0)(c)).

b. The Legislature requires that each full time instructional faculty
member produce at least 12 contact hours (240.243 F.S.). This means that if
100% effort is reported at least 12 contact hours must be produced.

c. The federal government requires that direct personnel charges to
contracts and grants be documented each semester (A-21). Cost sharing to
sponsored projects is also reported on this report.




Office of Academic AffairsP 7 6
1995





d. The federal government requires a time-and-effort report to document
the indirect cost rate negotiated between the University and the government
(A-21).

e. The University uses the report to determine what activities a faculty
member is to be evaluated for tenure, promotion, and descritionary increases.
(F.S. 240.245(r))

f. The President of the University has instituted the Florida
Accountability Plan to measure the effectiveness, of each of the University's
departments in its instructional, research and service functions.

Because there are fiscal penalties for non-compliance, it is important for all users to
accurately complete Faculty Activity Reports.

D. Considerations of Assignment

1. Certification of Employability The law requires that a person must be
appointed and certified as completing an assignment in order to be paid. If a person is
not appointed, is not assigned duties and responsibilities, or is not certified as fulfilling
those duties, s/he is not eligible for salary payment. There are, of course, exceptions for
late appointments, changes in salary source or the like, if a person has an assignment.
For example, when a person's appointment is processed late, the salary may be
retroactive to the start of the term. However, in order to do this the person must have
a prior assignment, and once appointed, can be certified as doing that assignment so
s/he is eligible for payment once the late appointment is processed. Please refer to
Section 4.D.2.c. of the AIP on "Volunteers".

Because of the requirements of the law, the Division of Sponsored Research (or
research offices in academic units) has worked out a method which would allow faculty
who have grant proposals pending to be granted a temporary salary advance if it
appears the grant will be funded. The advance is made with the understanding that if
the grant is not forthcoming, the academic unit will have to assume the responsibility
for the salary paid, i.e. paying back the DSR for the amount of the advance. In other
words, although there is some risk required, the "temporary advance" is usually made
with some assurances that the grant is forthcoming and will allow for recovery or
retroactive salary payments.

2. Tenure and Promotion Faculty eligible for tenure and/or promotion must
be given assignments which provide equitable opportunities in relation to others within
the department and must receive a copy of the criteria used for these decisions,
including the University criteria and an explanation of how the criteria are applied in
the college/departmental, if appropriate. These criteria should be described in the
initial letter of offer of employment. (Refer to Section 4 of the AIP.) In addition, the
new faculty should receive a copy of the Office of Academic Affairs Guidelines for
Tenure Promotion.

3. Summer Appointments Available supplemental (summer) appointments
shall be offered equitably and as appropriate to qualified employees, not later than five
weeks prior to the beginning of the appointment, if practical. The criteria, as stated in
Section 4 of the AIP, shall be posted in each department or equivalent unit.




Office of Academic Affairs AIP 7 7
1995






It is understood that faculty who do not have summer appointments may
continue to pursue their research interests during the summer, regardless of funding,
and that their work may result in a grant proposal on research that is ultimately
funded. Faculty should be advised not to expect to be paid for the work done during
this non-compensated time, even if the grant allows retroactive payment (recognizing
that some grants do and some do not provide for this retroactive payment or pre-award
costs) unless provisions are made to provide for an appointment and assignment. Refer
to 1. above.

4. "Overload" through the Division of Continuing Education Overload at
the University is defined as any instructional duties in a University approved
continuing education activity assigned through the Division of Continuing Education in
excess, or beyond, of the faculty member's assignment and appointment with the
University. The "overload" would be paid as dual compensation.

Effective the beginning of the Fall 1995 semester, appointments which do not exceed
1.0 FTEaresto be paid from Salary, not OPS. Those which exceed 1.0 FTE are to be
paid from OPS, not Salary.

It is important to mention that University of Florida faculty are not eligible for
instructional "overload" other than through assignments with the Division of
Continuing Education. Division of Continuing Education "overload" payments are
made in consideration of the following:

a. General Considerations
1) Faculty are paid in accordance with the provisions of the
Appropriations Act and instructions from the Chancellor.
2) Faculty work contractual periods of time (9 or 12 months
appointments--not hours) and therefore are not normally eligible for
compensatory time or "overload" in instructional assignments, unless
the assignment beyond the contracted FTE is made through DOCE.

b. Eligibility for DOCE "Overload" or Dual Compensation

University faculty:

are not eligible for "overload" in instructional assignments, other
than through the Division of Continuing Education.

are not eligible for other types of dual employment or
compensation at the University of Florida if the additional employment
deals with their normal assignment duties, i.e. teaching, research,
and/or service.

c. Payment for DOCE "overload" may not exceed 20% of the faculty
member's annual salary.








Office of Academic Affairs 7 8
1995






SECTION 8

ANNUAL PERFORMANCE EVALUATION

(6C-5.120, 6C-5.221, 6C1-7.010, Articles 10 and 23)

A. Evaluation Process for Faculty

1. Annual Evaluation Requirements Each faculty including "Visiting"
faculty, those retirees participating in the Phased Retirement Program, those on
leave of absence, those on compensated leaves, those in the-final year of
employment, or those holding administrative appointments, shall be evaluated
annually in writing based on the contribution to the orderly and effective
functioning of the academic administrative unit and/or the total University and on
his/her performance in his/her assigned duties and responsibilities.

For your reference, a sample of an annual report and end of the year evaluation
letter is included at the end of this selection.

2. Use of the Evaluation The evaluation results are used for various
purposes including seeking improved performance, understanding and dealing with
the perceptions of faculty, dealing with programmatic considerations, salary
increases and used in other personnel decisions including reassignments and/or a
change in responsibilities.

For In-Unit Faculty If merit salary funds are identified, the faculty of each department/
unit shall recommend merit criteria and related evaluative procedures which assesses the
faculty member's performance of assigned duties. These criteria shall be written
standards of performance and shall be the sole basis upon which administrators shall
award merit salary increases. The approved merit criteria and related evaluative
procedures and revisions thereof, and any related recommendations, are required to be
kept on file in the department/unit office and at the college and University levels
(Dean's/Director's Office and the Office of Academic Affairs).

Note: New contract language requires that the letter of annual evaluation be given no
later than 30 days after the end of the term.

Although the requirement stated above is only for in-unit faculty, including
some type of peer review process, it is suggested that this procedure regarding the
criteria and evaluative process be modified and used in non-units. It is important to
mention that the review is advisory to the chair who is responsible for the evaluation.

It is suggested that administrators use the collegial review process in the evaluation of the
faculty. Such as peer review of instruction, advisory committee recommendations for merit,
reappointments or other awards such as C/I or TIP. The review would be advisory to the
chair and/or dean/director.

a. The evaluation (proposed for in-unit personnel) shall be in
writing and the faculty or staff member shall be offered the opportunity to
discuss it with the evaluator prior to it being finalized and placed in his/her
personnel evaluation file, which is normally located in the department office.



Office of Academic Affairs AIP 8 -1
1995






b. The annual evaluation shall be placed in the personnel
evaluation file described in Section 9 of the AIP The contents of the
faculty evaluation file which are evaluative, as well as other materials
reflecting the evaluation of a faculty member, i.e. T&P packet, compression/
inversion assignments, TIP portfolio, etc. shall be confidential and shall not
be disclosed except to the affected faculty member and those whose duties
require access to the file in accordance with the University's evaluation
procedures or by the President or his designee in the discharge of official
duties and responsibilities, or upon order of a court of competent jurisdiction.
(Refer to Section 20 of the AIP.)
WHAT DOES EVALUATIVE & CONFIDENTIAL INFORMATION INCLUDE?
Evaluation materials are confidential (limited access) other than to the individual who is
evaluated and to officials of the University, and others as appropriate. Evaluative
(confidential) materials may be seen by the person the material pertains to, but if there
is evaluative information on others in the document or materials it must be removed
before it is distributed. The following documents or information in the documents are
to be considered as limited and public access records:
Limited accesss Records-reflecting evaluations of employee performance shall include the
following records:
Annual or periodic evaluations of employee performance conducted by or on behalf
of the employee's supervisor.
Information contained in promotion and tenure packets or in teaching incentive
portfolios which reflect evaluations of employee performance.
Information generated or received during the promotion and tenure process or
during the teaching incentive program process which evaluates or discusses the
basis of a recommendation of an individual for promotion, tenure or a teaching
incentive award.
Records reflecting peer review of scholarly work or performance.
In-class evaluations of faculty teaching other than student evaluations as described
below.
Documents regarding the performance of an employee which are received or
generated pursuant to a complaint, until a final disciplinary decision is made or
the evaluative review is completed.
Letters of non-renewal or termination of employment or of non-renewal or
termination of an administrative or academic-administrative assignment which are
based on a negative evaluation of employee performance.
Performance evaluations or assessment conducted by the employee.
Records of sexual harassment investigations, portions of those records which
identify the complainant, a witness, or information which could reasonably lead to
the identification of the complainant or witness.
Public Access Records--The following records shall not be considered limited access records:
Resumes or curriculum vitae.
Letters or notices of appointment
Position descriptions and job duties.
Course syllabi.
Salary information.
a Faculty assignments.
Teaching assignments.
Summary reports containing the results of students evaluations as prescribed by
Board of Regents rules.
Decisions of grievance proceedings.
Materials prepared solely for searches.
Any employment records containing limited access information. regardless of the
physical location of the records, are subject to the provisions described above.
c. The evaluation information includes information from the
following, where appropriate: the chair, other supervisorss, faculty, staff,
students, the person being evaluated, from other university officials and
from public school officials and/or personnel. All appropriate data and
Office of Academic Affairs AIP 8 -2
1995





evaluative materials, qualitative or quantitative, shall be collected by the
appropriate administrator or supervisor.
1) The evaluation of instruction by students of a faculty
member's performance in the role of instructor in a course, as well as
the students' evaluation of the course content, is normally conducted
by the college through the use of a questionnaire filled in anonymously
by the students at the conclusion of the term. The format is usually in
three parts: a set of university-wide core questions answered on a
numerical scale and summarized as such, a set of college specific
questions and a set of general questions to be answered in writing by
the students. Copies of all results are to be given to the faculty
member. Copies of computer or tabulated summaries of the results of
numerically scaled questions should be made available to
administrators concerned with personnel decisions, but the faculty
member is the one who will receive the individually written comments,
unless he/she desires to share them with others, such as the chair and
dean. While important, student evaluations should not be employed
as the sole method of assessment.

The following represents a standard set of nine questions to
be used by an academic unit as part of the student's assessment of
instruction. Colleges may choose to ask students as many as 26
machine-scoreable optional questions and may ask open-ended
questions as they choose on side two of the form.

Faculty Instructor Evaluation Forms
As approved at the May 18, 1994 meeting of the Council of Academic Deans, a
standard set of nine questions has been developed for use by students to assess
classroom instruction University-wide starting with the Fall 1994 semester. The
format is usually in three parts: a set of university-wide core questions answered
Ion a numerical scale and summarized as such, a set of college specific questions
and a set of general questions to be answered in writing by the students. Below is
a list of the university-wide core questions:
1. Communication ideas and information
2. Showed enthusiasm for the subject
3. Encouraged students to think independently, creatively, and
critically
4. Showed respect and concern for all students
5. Was available to students outside of class
6. Expressed clearly his/her expectations for your performance
7. Stimulated curiosity and questions about the subject
8. Facilitated your learning
9. Overall, I rate this instructor as:
2) Other methods of evaluation of teaching effectiveness
may include the following:
a) review of instructional materials, syllabi, course
outlines, bibliographies, etc.
b) auditing of lectures by chair and other faculty
c) assessment of lecturing effectiveness from
departmental seminars
d) awards for teaching excellence
e) student evaluation (NOTE: While important, student
evaluations should not be employed as the sole method of
assessment.)

Office of Academic Affairs AIP 8 -3
1995






3) Time Requirements of the Evaluation Proess
a) A faculty member should be evaluated at least
(although more evaluations may be conducted) once
annually on the basis of his/her performance of the
assigned duties and responsibilities and shall be
advised of the semester during which the evaluation
will take place. (The departmental criteria for the
distribution of merit salary increases may be used in
conjunction with the above criteria in conducting the annual
evaluation.) The annual evaluation normally takes place
during the Spring Semester for academic year faculty
members. The evaluation of the person's supplemental term
assignments should be included in the faculty member's
annual evaluation.
b) The purpose of the evaluation is to assess the
performance of the faculty member in the assigned duties
and responsibilities and to assist in any improvement deemed
necessary as well as for use in other decisions such as
personnel decisions regarding continual employment, salary
increases and assignments.
c) The written evaluations should be given to and
discussed with the faculty member and placed in his/her
personnel file.
d) The evaluation shall be signed by the person making
the evaluation and by the person being evaluated, who may
attach a concise comment to the evaluation, if s/he believes
one is required. The comments shall be attached to the
annual evaluation which is placed in the personnel
evaluation file and the person being evaluated should receive
a copy of the evaluation.

For in-unit personnel the evaluation shall be in writing and the faculty member shall
be offered the opportunity to discuss the evaluation with the evaluator prior to
its being finalized and being placed in the personnel evaluation file. An in-unit
faculty member shall be notified at least two weeks in advance of the date, time, and place
of any direct classroom observation or visitation made in connection with the
employee's annual evaluation. Alternatively, if more than one classroom observation or
visitation is made, the faculty member shall be notified at least two weeks in
advance of the period (for example, a semester) during which at least two
observations will be made.

3. Other Requirements

a. Progress Toward Tenure and Promotion in the Annual
Evaluation Process Once each year faculty eligible for tenure shall be
informed by the chair, in writing of their progress. It is suggested this be
done by means of the annual letter of evaluation. The purpose of this
evaluation is to provide assistance and counseling to candidates to help them
qualify for tenure and/or promotion. Upon written request by the faculty
member, beginning with the second year of employment, faculty eligible for
consideration for promotion shall be apprised of their progress toward
promotion.


AIP 8 -4
Office of Academic Affairs -4
1995





b. Assistance in Correcting Performance Deficiencies


Specific suggestions for correcting performance problems should be included in
the annual evaluation letter, as well as, in written communications sent during
the year, as appropriate.
1) Efforts should be made to provide meaningful assistance to
tenure-earning faculty in order to help them attain tenure and
promotion, including making assignments which afford the
opportunity to meet the requirements of tenure and/or promotion.
Administrators should carefully document all efforts made to assist
tenure-earning faculty and should make direct, not subtle, efforts to
point out deficiencies in performance which may later prevent a
positive tenure recommendation.
NOTE: For In-Unit Faculty the appraisals described in 3. above are to be a separate component
(separate paragraph) of the evaluation letter.
2) Those persons responsible for supervising and evaluating the
faculty member shall endeavor to assist in correcting any performance
deficiencies reflected in the employee's annual evaluation. The letter
should be placed in the personnel evaluation file. Further, the
evaluation should be complete enough to adequately inform all tenure-
earning employees of their progress towards that goal as well as
eventual promotion. The chair/supervisor must be willing to point out
deficiencies, and to directly confront employees with them, particularly
through the annual evaluation process, and to take adequate measures
to help employees overcome those deficiencies. Again, documentation
of these efforts is crucial.
3) Correcting Deficiencies in English Language
Proficiency It is the responsibility of each faculty member who is
found, as part of the annual evaluation, to be deficient in oral English
language skills by virtue of scoring below the satisfactory score on the
English Language Proficiency Test established by statute and rule, to
take appropriate actions to correct these deficiencies. (Refer to Section
16 of the AIP and 6C-5.120 F.A.C.)

B. Annual Evaluation of Administrators Administrators are evaluated by their
supervisors annually. Rule 6C1-7.010 F.A.C., requires that the annual evaluation of
administrators of the colleges or academic units be the responsibility of the dean and/or
appropriate vice president. The responsibility for the implementation of the administrative
evaluative process with faculty input rests with the appropriate administrator, i.e., the
deans, the vice presidents, the Provost, and the President. The instruments vary by college
or unit, but in the main provide an adequate assessment. The evaluations are confidential
and are not subject to the open public records provision of Florida Law. The person being
evaluated has complete jurisdiction over his or her own evaluation results and may decide
whether to share or restrict the information.

1. Use of the Evaluation As with faculty, the evaluation results are used for
various purposes including seeking improved performance, understanding and
dealing with the perceptions of faculty, dealing with programmatic considerations,
salary increases and used in other personnel decisions including reassignments
and/or a change in responsibilities.

2. Timelines of Evaluation

a. Administrators are to be evaluated annually by their subordinates.

Office of Academic Affairs AIP 8 -5
1995





b. The administrative evaluations involving faculty input must be
conducted on a regular basis, according to procedures and schedules
established within each unit and on file in the Office of Academic Affairs.
Normally, these evaluations are conducted at either three or five year
intervals.

3. Tabulation and Results

a. The results of the annual evaluations are conveyed in writing
normally after a discussion with the administrator being evaluated.

b. The evaluations, involving faculty input of supervisors and chair by
faculty and others will be sent directly to the dean or director for
tabulations. The evaluations of dean or directors shall be sent to the
Provost's Office (faculty relations) for tabulation and the comments will be
typed and returned to the administrators, and in the case of the Health
Center and IFAS, to the appropriate Vice President.

c. The University is obligated to protect the rights of all faculty to
confidentiality, including administrators. Administrators deserve the same
degree of confidentiality and privacy that all other personnel evaluations
need.

C. Other Information to be Included in the End of Year or Annual Letter of
Evaluation It is suggested that the written annual letter of evaluation should include,
where appropriate,

the notice of reappointment;
the faculty member's proposed assignment for the next academic year and
supplemental assignment, if appropriate;
an indication of the progress the faculty member is making toward tenure
status and/or promotion (this must be a separate component, such as in a separate
paragraph, of the letter for in-unit faculty); and
if appropriate, for temporary faculty or those employed for a limited period of
time the statement "Your employment will cease on the date indicated. No further
notice of cessation of employment is required." should be included in the notice of
reappointment.


















Office of Academic Affairs AIP 8 -6
1995






SAMPLE EVALUATION LETTER


The evaluation should address each component of the assigned duties and
responsibilities and give assistance in correcting any noted deficiencies.
Dear

This letter is an evaluation of your performance for the time period March 16, 1988
through March 15, 1989. The evaluation focuses on three major areas: instruction,
research, and service.

Your teaching performances continue to be of excellent quality and you have
succeeded in developing a reputation as one of our most popular and informative teachers. I
applaud your success in this component of your activities and wish to express my sincere
appreciation, and that of the department's, for your involvement in those difficult beginning
level courses such as as well as the core undergraduate course in and
your You are one of the truly bright spots of our instructional program.

Other teaching-related comments include my recognition and compliments
associated with your development of teaching aids and your sincere concern for the
development of high quality courses of instruction. Your nomination for the Teacher of the
Year is additional evidence of your success with students.

The majority of your activities for the past year has been in the area of research and
I am pleased to see the number of publications contributed and invited papers, seminars,
and contract and grant activities associated with your endeavors to carry out high level
research. The prestige associated with your recent Award from the
continues to profit not only your professional development, but the scholastic
reputation of the department. I urge you to continue to submit papers to refereed journals
and to build up your publication record. The resources provided you to accomplish this
should help greatly.

You are no less occupied with service activities than with research and teaching.
You have done extremely well in chairing our Committee, serving on the
and on the Student Committee, and as a member of the
Committee. You also served on the Committee, were a panel
discussant, and were a participant in the Program. You also found time to
chair a scientific paper session at the American Society of meeting, were a
member of the Society Awards Committee, and reviewed several manuscripts for journals
and a grant proposal for the

I congratulate you again on an excellent year; one that was generally very
productive in terms of your research, teaching, and service activities. You have my
heartiest good wishes for another very productive year in academic I will take
personal interest in helping to find additional space to house your expanding program,
especially because of your increased graduate student group and the purchase in the near
future of new equipment.

While your colleagues are still concerned about your research i.e., your efforts in
seeking contracts, I believe they agree you are making adequate progress towards tenure
and promotion.






Office of Academic Affairs AIP 8 -7
1995





You are reappointed for the next academic year. Your tentative teaching
assignments for next year are: Fall (in a team); Spring Your
research and service assignment will be generally what they have been in the past.
Sincerely,
Department Chair

By my signature I acknowledge having read the above letter of evaluation prior to its
submission to the College Office. I have have not attached additional comments
with the intent that they become a part of the permanent record.


Signature


Date


AIP 8 -8


Office of Academic Affairs
1995


Remember: It is suggested that the written annual letter of evaluation should include,
where appropriate, the notice of reappointment, an indication of the progress the faculty
member is making toward tenure status and/or promotion (this must be a separate
component of the letter for in-unit faculty) and the faculty member's proposed general
assignment for the next academic year and supplemental assignment, if appropriate.





SAMPLE ANNUAL EVALUATION AND ANNUAL ACTIVITIES REPORT

MEMORANDUM

TO: Department Chairs

FROM: Dean

RE: Annual Activities Report and Annual Letter of Evaluation
(College) Faculty, 19_-_

As you know, it is required by Florida Statutes (see item 3 below) that all faculty be
evaluated annually on their assigned duties and responsibilities. If you have not already
done so, it is time to begin that process for each faculty member employed on a salaried line
in your department. The following materials and information are provided to assist you in
this task.

1) Attached is a copy of the Annual Activities Report form for (College) faculty, March
16, 19_ to March 15, 19_; please duplicate and employ this format for summarizing the
data that constitute the basis for the annual evaluation of each faculty member. This
version of the form should provide the flexibility for reporting the broad range of activities
which our faculty colleagues pursue. The data on this report must be carefully reviewed by
both the department and the dean's office in making the decisions on discretionary salary
awards, reappointment, tenure, and promotion.

2) a. The chair or other administrator shall provide each faculty member with a
letter of evaluation that covers all areas of actual assigned duties and
responsibilities (including those of 9-month faculty during the previous summer
term), and discuss it privately with the faculty member. The written evaluation
must be signed by both the person evaluating and the person being evaluated before
it is placed in the latter's personnel file.

b. If a faculty member was on sabbatical during the academic year, she/he still
must be evaluated. Reference should be made, however, to the fact that his/her
assignment for the year or semester was for the sabbatical, and the evaluation
should if possible include an assessment of this activity.

c. Faculty who have been on leave of absence during the year are to be
evaluated only for the time spent in pay status with the University. If the leave of
absence was for the entire fiscal year, the faculty member shall be sent notification
that he/she is not being evaluated because there were no assigned duties during the
last year.

d. A decision in any year to recommend a faculty member for tenure (or not to
do so) does not replace the necessity of providing that person with a written
evaluation of his or her performance for that year--each faculty member must
receive an individual, official letter of evaluation.

e. The letter of evaluation should include (1) the notice of reappointment,
where appropriate, in the case of an nontenured faculty member, and in all cases (2)
the faculty member's supplemental and proposed assignment for the next academic
year, whenever possible.

f. Article 15 of the Collective Bargaining Agreement requires that "each
employee eligible for tenure shall be apprised in writing once each year of the
employee's progress toward tenure". We recommend that this be done specifically in
Office of Academic Affairs AIP 8 -9
1995





a separate component (or paragraph of) the annual letter of evaluation. (Note: This
assessment is also recommended for non-unit.)

g. A department chair should be able to demonstrate that he or she has
endeavored to assist a faculty member in correcting any performance deficiencies
reflected in the latter's annual evaluation.

Annual letters of evaluation should be sent directly to tenured faculty
members, and a copy must be attached to the Annual Activities Report.

For nontenured faculty, chairs must first submit a draft copy of the annual
letter of evaluation to me for review (along with the Activities Report) and must
receive a release from my office before sending letters to such faculty. A copy of the
approved final letter should then be attached to the Activities Report. Please pay
particular attention to these letters: It is absolutely necessary that any deficiencies
or problems which might interfere with the individual's progress toward tenure be
pointed out. Letters to nontenured faculty which do not include the three items
listed in paragraphs 2) e. and f. will be returned to you for revision.

3) Enclosed are excerpts from the Administrator's Information Packet (AIP) from Dr.
Catherine Longstreth, Associate Vice President for Academic Affairs. They summarize
those portions of the Florida Statutes and the Florida Administrative Code (F.A.C.) relevant
to evaluation. I suggest that you read them carefully.

4) The Annual Activities Reports and letters of evaluation (including the drafts of
letters to nontenured faculty) should be in my office no later than April _, 19_.
Please send two complete copy sets of the Activities Report and the final letter, to my
attention, (address).

5) We will send you the evaluation printouts as soon as we receive them from Academic
Affairs.


6) Please call me ( __- ) if you have questions.

Enclosures (2)


AIP 8 -10


Office of Academic Affairs
1995





Annual Activities Report
March 16, 19 to March 15, 19_ (for 9 month faculty) or
May 30, 19_ to May 31, 19_ (for 12 month faculty)

It is suggested that the information required for the annual report be consistent
with the information required for tenure and promotion.

DUE IN DEAN'S OFFICE BY 19

1. Name Budgeted Dept Date_
2. Affiliate Appointments
3. Graduate Faculty Status
4. Present Rank
5. Appointed to this Rank (date)
6. Tenure (date)
7. Current Salary:
8. Salary Source(%): State Grant
(9 mo.) (12 mo.)
9. Summer Appointment, if any:
(Department, %) (Grant, %)
10. Courses you have taught during year:

In order to review teaching effectiveness, it is suggested that faculty be asked
to submit copies of instructional materials, syllabi, course outlines, and
bibliographies as part of the annual reporting review process.
Your%
Section Credit Initially Number Respons-
Semester Course Number & Title Number Hours Enrolled Graded ability

Summer
19

Fall
19

Spring
19

11. Total number of undergraduate majors you advised during reporting period
12. Number of graduate committees on which you served during reporting period
as Chair: Masters_ Ph.D._ As Member: Masters_ Ph.D.
13. Assigned Dept. Duties: Chair_ Assoc. Chair_ Grad. Coord. Undergrad.
Coord.
14. Assigned Activity: % Instructional % Research % Service (includes Admin.)
Summer 19_
Fall 19_
Spring 19_

15-35. Academic and Professional Activity: On a separate sheet or sheets please give the
details of your activities, using the numbered headings in the order given below
(omit inapplicable items):

It is suggested that this listing (numbers 15-35) be consistent with that required
in the tenure and promotion process.


Office of Academic Affairs
1995


AIP 8 -11





15. Teaching, Advising and/or Instructional Accomplishments
16. Graduate Faculty Status
17. Graduate Committee Activities
18. Creative Works
19. Patents/copyrights issued or filed
20. Publications between 3/16/_ and 3/15/_--give precise bibliographical listing.
List only items published during the reporting period, not papers in press or
submitted:
a) Refereed items
b) Non-refereed publications
21. Invited papers presented at meetings (include title)
22. Contributed papers given at meetings (include title)
23. Grants, contracts, and other external funding (title, agency, amount, dates, P.I., co-
investigators):
a) Proposals submitted
b) Received during reporting period
c) In progress from previous years
24. Lectures, Speeches, Seminars presented (title, when, where)
25. Honors/recognitions received
26. University Governance and Service activities (administration, committees,
editorships, leadership activities):
a) For the Department
b) For the College and University
c) For the profession
27. Consultations Outside the University
28. Editor of a Scholarly Journal, Service on an Editorial Advisory Board for Reviewer
for a Scholarly Journal.
29. International Activities
30. Extension Program (for IFAS only)
31. Clinical Service for Patient Care (HSC only)
32. Service to Schools
33. Membership and Activities in the Profession
34. Names and placement of students awarded graduate degrees under your direction in
year
35. Any other activities you wish to report



36. Department Chair's summary of teaching evaluations (by students and,
where appropriate, by peers)

37. Comments by Chair (Attach a copy of the annual letter of evaluation which you
send to the faculty member, either tenured or nontenured. The faculty member should have
received the letter before signing below.)

38. Comments by Faculty Member (If the faculty member submits a response to the
evaluation letter it should be noted on the letter itself.)



Signature of Faculty Member Date Signature of Department Chair* Date

*(To be signed only after faculty member has reviewed all of material above.)



Office of Academic Affairs AIP 8 -12
1995





ASSESSING THE PERFORMANCE OF TENURED FACULTY
USING THOSE ASSESSMENTS IN DECISION-MAKING

I. Annual Evaluation
a. the single most important tools for documenting the productivity (or
lack thereof) of tenured faculty. Currently the only formal SUS
mechanism for "post-tenure" review.
b. based upon assigned duties teaching, research, service and other
responsibilities as may be appropriate to the assignment. Criteria for
annual evaluation detailed in Section 10.5 of BOR-UFF Agreement.
c. data sources supervisor, peers, students, faculty member, other
university officials.
d. evaluation of teaching through classroom observation/visitation.

II. Uses of Annual Evaluations
a. recognize and reward faculty e.g. annual salary increases, TIP increases,
etc.
b. communicates to faculty member regarding major performance
deficiencies.
c. supports supervisor's decision to make changes in a faculty member's
assignment.
d. provides documentation for purposes of taking disciplinary action.

III. Elements to Consider When Faced With Prospect of Imposing Discipline
a. Just cause standard for imposing disciplinary action incompetence or
misconduct. Does the problem behavior meet that standard?
b. What documentation is available to support such action? Has that
documentation previously been shared with the faculty member?
c. Has the faculty member been notified regarding problem behavior and
offered an opportunity to correct the problem?
d. Have other less stringent alternatives been considered to change
behavior? e.g., changes in assignment, counseling.
e. Is compulsory disability leave an option?
f. Is the faculty member being treated fairly vis-a-vis colleagues with
similar performance/behavior problems?

IV. Moving Forward with Disciplinary Action
a. Notice of Intent to Impose Discipline Written notice to faculty member of
proposed action, including the reasons why such action is proposed.
b. Progressive Discipline oral reprimand, written reprimand, suspension,
termination.
c. Pre-determination Conference allows faculty member to respond to
proposed action.
d. Notice of Discipline Written notice, including a statement of the reasons
for such action, and statement regarding grievability.




Prepared by BOR for Howey Session, May 1995
Office of Academic Affairs AIP 8 -13
1995




SECTION 9

PERSONNEL FILE
(6C1-7.010, 6C1-7.019, 6C1-7.047, Article 11)

Note: In addition to the files maintained in the academic unit, there is an employment
personnel file maintained on all employees. This file is located in University Personnel
Services.

A. General Information The evaluation file for each faculty member is normally located in
the department, although it may be in the dean's office in smaller colleges. This file contains
information about the faculty member's annual performance of those assigned duties in the
department as well as other employment information. The annual evaluations, as well as other
evaluative information, should be reviewed with or sent to the individual as appropriate, prior to
being placed in the faculty member's file.

1. The faculty member may request to examine his/her file, upon reasonable advance
request. (Refer to Section 20 which explains "limited access" records.)

2. Information in the evaluation file shall be considered in making personnel decisions.

3. Materials shown to be contrary to the fact should not be in the file.

B. Contents of Personnel File

1. Evaluative information, including assessments of the faculty member's
performance, shall be confidential and shall not be disclosed except to the affected
faculty member and to those persons responsible for the supervision and/or evaluation of the
individual.

2. Anonymous materials should not be placed in the file unless they represent
student evaluations which are part of a regular evaluation process and identified as such.
However, if students' comments to a chair or dean are discussed with the faculty member
the results of that discussion can be put in the file as a memorandum to the faculty member.

3. Evaluation materials or summaries of evaluation prepared by peer
committees may be placed in the file if the information on the document is explained and
signed by a member of the committee.

4. General or routine information about the faculty members activities may be
kept in this file.

C. Location of the Evaluation File A faculty member's evaluation file is normally kept in
the department, although in some colleges it is kept in the dean's office. Faculty should be advised
of the location of this file. It is important to mention that there are other files in various locations of
the University, including the employment file at University Personnel Services.

For In-Unit Personnel--A notice must be posted in each department or unit specifying the
location of the official evaluation file and stating that a faculty or staff member may examine the
file normally within the same business day he/she has requested to see it. All written materials
used in the annual evaluative process must be contained in this file and such material
must be dated. Upon request, an employee may paginate with successive whole numbers the
materials in the file, and may attach a concise statement in response to any item therein. An
employee is entitled to one free copy of any material in the evaluation.


Office of Academic Affairs AIP 9 1
1995





WHAT DOES EVALUATIVE & CONFIDENTIAL INFORMATION INCLUDE?

Evaluation materials are confidential (limited access) other than to the individual who is
evaluated and to officials of the University, and others as appropriate. Evaluative
(confidential) materials may be seen by the person the material pertains to, but if there
is evaluative information on others in the document or materials it must be removed
before it is distributed. The following documents or information in the documents are to
be considered as limited and public access records:
Limited Access Records--reflecting evaluations of employee performance shall include the
following records:
Annual or periodic evaluations of employee performance conducted by or on
behalf of the employee's supervisor.
Information contained in promotion and tenure packets or in teaching incentive
portfolios which reflect evaluations of employee performance.
Information generated or received during the promotion and tenure process or
during the teaching incentive program process which evaluates or discusses the
basis of a recommendation of an individual for promotion, tenure or a teaching
incentive award.
Records reflecting peer review of scholarly work or performance.
In-class evaluations of faculty teaching other than student evaluations as
described below.
Documents regarding the performance of an employee which are received or
generated pursuant to a complaint, until a final disciplinary decision is made or the
evaluative review is completed.
Letters of non-renewal or termination of employment or of non-renewal or
termination of an administrative or academic-administrative assignment which are
based on a negative evaluation of employee performance.
Performance evaluations or assessment conducted by the employee.
SRecords of sexual harassment investigations, portions of records which identify
the complainant, a witness, or information which could reasonably lead to the
identification of the complainant or a witness.
Public Access Records--The following records shall not be considered limited access records:
Resumes or curriculum vitae.
Letters or notices of appointment.
Position descriptions and job duties.
Course syllabi.
Salary information.
Faculty assignments.
Teaching assignments.
Summary reports containing the results of students evaluations as prescribed by
Board of Regents rules.
Decisions of grievance proceedings.
Materials prepared solely for searches.
Any employment records containing limited access information, regardless of the
aton ofhe records, are subject to the provisions described above.

It is suggested that all material and information involving a faculty member's employment,
including performance materials be kept in one file--the evaluation file which is located in the
academic unit. However, grievance materials must be kept in a separate file. The tenure and
promotion packet (and TIP portfolio) should also be kept in a separate file.





Office of Academic Affairs A 9
1995




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